In the first two articles of this series, Robyn’s team gave EPSI the task of integrating two tests into an online testing platform to evaluate over 2,000 bilingual candidates from the Canadian provinces, as well as from other parts of the world. The adaptation and setup of an online test constitute critical steps toward a successful project, ensuring the best possible candidate experience.
This third article looks at how the process is managed and how the candidates are invited to take their online assessments.
Receipt of the list of applicant emails
As part of their candidate notification process for the online assessment, Robyn’s team obtains two email addresses from each candidate in order to send them instructions on how to take the tests on the Compmetrica online testing platform.
As a precautionary measure, the EPSI expert had suggested that they obtain two email addresses per candidate, e.g. work and home addresses. This makes it more likely that they will receive the information, since when dealing with emails, a wide variety of factors can prevent a recipient from receiving an email, such as automated spam filters and corporate IT security configurations.
After receiving the complete list of applicants, the IT team performs an initial data cleanup. Their verifications include identifying any email addresses that do not conform to the standard format, any duplicate candidate applications and any data entry errors. The goal of this phase is to detect any anomalies in the distribution list before launching the online assessment process.
Personalization of the invitation template
When preparing for the electronic message, the EPSI Advisor presents a sample email to be sent to the candidates. The template includes all the information needed to complete the online tests, including, for example: an explanation of the process, the candidate’s name and access code, the steps for completing the online test, the period of validity for the access code, support options in case of problems or questions, and the possibility of withdrawing from the process, if the candidate so desires.
The template is provided in both English and French, as per Robyn’s requirements.
Mass email and tracking by Robyn’s team
With the full and final list of candidates participating in Robyn’s process in hand, the EPSI team sends out thousands of email invitations via its electronic messaging software as a communications campaign.
This software enables EPSI’s technological team to easily obtain real-time statistics on the status of the process. The software can generate charts on-demand, indicating, for example, the number of candidates who received the invitation, the number that opened and read it and those applicants whose email addresses are invalid.
This precise, detailed information is designed to reassure Robyn’s team because, unlike in a traditional paper and pencil process in which candidates take the test at a designated location, invitations and access codes are sent electronically. With more than 2,000 applications to manage remotely, Robyn and the EPSI expert track the evolution of the charted data and are able to quickly deal with problem situations, such as invalid email addresses and requests for alternate arrangements by particular candidates.
Start of the online process
At last the day comes when the candidates are able to begin their online testing. The next article will cover the candidates’ experience and the assistance offered to them by EPSI and by Robyn’s team during the test-taking process.
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