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St. Charles Parish Public School System Since implementing the AppliTrack Suite, the school district has been able to successfully manage a more user-friendly, accessible and efficient employee hiring process.

Louisiana Educating PreK-12 Enrollment: 10,000 Client Since: 2011


St. Charles Parish Public School System Streamlines Its Employee Hiring Process, Saving Time, Resources and Increasing Productivity Located in rural Louisiana, the St. Charles Parish Public School System is a school district headquartered in the town of Luling, approximately 20 miles upriver from New Orleans. Established in 1879, the district manages 17 schools and serves more than 10,000 students. Headquartered in Chicago, IL, Aspex Solutions is the leading provider of HR technologies in the cloud, offering web-based recruiting, hiring and management solutions for schools, as well as government agencies, non-profits and businesses. Through its market-leading suite of products, including AppliTrack, a popular K12 Talent Management Suite, Aspex Solutions serves more than 2,600 public and private sector clients across the U.S., including over 14 percent of the public school districts in the country. By leveraging Aspex Solutions’ powerful yet simple, web-based software tools over the last two years, the St. Charles Parish Public Schools system’s HR Department has successfully streamlined its approach to screening, hiring and managing employees, reducing a significant amount of paperwork and increasing daily staff productivity.

THE CHALLENGE St. Charles Parish school officials required an efficient solution that would help improve their HR department’s “old-school,” labor-intensive system of recruiting, hiring and managing its employees. The HR department has always received thousands of resumes and job applications throughout each calendar year, according to Erick Treuting, Assistant Director of Human Resources, St. Charles Parish Public Schools. Previously, once these paper applications were received via snail mail, a rather lengthy and tedious process would begin. “As we received applications, at least three to four staff members would have to dedicate large chunks of their time each day making multiple photocopies of the resumes, especially if candidates were certified in numerous areas, like math, chemistry and physical science,” Treuting explained. “Next, these staff members would sort and file the copies in categorized folders representing various job positions … at times, we would have at least nine, large file cabinets overflowing with resume folders. ” The old system was extremely inefficient and required massive amounts of paper, Treuting said. “Not only was this approach complex, but it also was very time consuming; it required our staff members to physically handle each and every single resume and job application that came through our office doors,” he said. Additionally, when school administrators needed to review job applications, they had to physically go to the district’s HR Department in order to access the resume bank. “In the past, principals were spending way too much time sifting through the mountains of folders in the file cabinets, hoping they would find at least a few good matches,” he said.

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THE SOLUTION St. Charles Parish school officials made the decision two years ago to streamline their hiring process by utilizing Aspex Solutions’ technology. Since implementing this robust technology, the school district has been able to successfully manage a more user-friendly, accessible and efficient employee hiring process. The AppliTrack Recruiting tool enables St. Charles Parish HR staff to easily and automatically progress applicants through the entire hiring process: from recruiting, applicant tracking, assessment and evaluation to interview management and onboarding. Aspex Solutions’ AppliTrack HR Talent Management Suite now helps the HR department distribute job information electronically, receives online applications, assesses applicants, notifies applicants of the outcome of the hiring process, and eliminates much human labor and paper usage. For example, AppliTrack’s Interview Manager function, allows the district’s staff to automatically schedule job interview time slots, so selected applicants can self-schedule for interviews anytime and from anywhere. “Previously, setting up interviews was a lengthy process,” Treuting said. “There were so many phone calls and voice mail messages back and forth, sometimes taking weeks to get ahold of candidates … it’s a much easier process now with AppliTrack.” The school district also has been utilizing AppliTrack’s Job Fair Quick Form to capture job candidate interest when attending community job fairs. The feature allows HR staff to quickly capture applicant interest, personalizing an immediate application welcome. “Every May, we attend a job fair that always has at least 300 job seekers in attendance. AppliTrack’s quick form has helped us easily gather information at job fairs about interested candidates, all in an easy-to-use, digital format.”

Previously, setting up interviews was a lengthy process. There were so many phone calls and voice mail messages back and forth, sometimes taking weeks to get ahold of candidates … it’s a much easier process now with AppliTrack.

ERICK TREUTING Assistant Director of Human Resources, St. Charles Parish Public Schools

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THE OUTCOME AppliTrack HR Talent Management Suite has helped St. Charles Parish School System streamline and strengthen the foundation of its entire HR Department’s hiring process. Not only has the department discovered an efficient, cost-effective method of hiring and recruiting, but also a more reliable approach in regularly managing its team of educators district wide. During a time when schools are often being asked to do more with fewer resources, the St. Charles Parish School System's HR Department has realized increased paperless personnel files and staff productivity levels. “My best guess of the time we are saving would be several hours or more of productivity that has been added back into our day,” Treuting said. “With budgets as tight as they are right now, this is huge when you consider our administrative staff members have other daily tasks and responsibilities that require their attention.” With a better hiring system in place, the school district can more easily achieve its goal of providing top-notch educators to ensure academic achievement among all of its students. “This technology is second to none,” he said. “I feel like we are literally at the tip of the iceberg as far as the capabilities this incredibly, intuitive software has to offer. I know there is so much more functionality available, and as our need dictates, we hope to learn how to take advantage of many of the other remarkable features.”

This technology is second to none.

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CASE STUDY www.AspexSolutions.com

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Case Study: St. Charles Public School System