IllinoisEducating K-12Enrollment: 3,700Client Since: 2003

Wilmette Public Schools District 39

As a result of the AppliTrack Suite, the HR department has seen a significant reduction in time spent sifting through applications and resumes, making multiple phone calls, setting up interviews and communicating with both potential and current employees.

THE CHALLENGE

01

District 39 officials required an efficient solution that would help improve their HR department’s

traditional pen and paper approach to recruiting and hiring employees. The school district staffs

a sizable team of educators who teach at a total of four elementary schools, one middle school,

one junior high school and one high school.

Previously, the HR staff would receive “mountains of resumes” between January and May each

year, said Margaret Clauson, Assistant Superintendent, Wilmette School District. Upon receipt

of these thousands of applications, a lengthy and tedious process would begin.

“One secretary would have to devote a huge portion of her day to opening each envelope,

reviewing the application, and then sorting it into the appropriate qualification pile,” Clauson

said. “Then, as various positions would open up, school administrators would have to come to

our office and manually sift through giant piles of applications, with hopes of finding a few good

candidates to interview. Unfortunately, with this old-fashioned, paper-intensive approach, the

resumes they were selecting from the piles were not always the freshest or newest.”

The old system, Clauson noted, was quite complex, and did not always connect school

administrators with the best, most-qualified candidates. “Not only was our previous approach

complicated, but it served as a disadvantage to the applicants. In fact, some of these educators

had multiple certifications and were qualified for multiple positions, but our old filing system

only allowed them to be placed in one type of category,” she said.

Additionally, there was no district-wide, applicant check tracking system in place, often leading

to unnecessary, multiple phone calls to job candidates, she said.

Wilmette Public Schools District 39 Improves Employee Hiring and Management Process, Saving Significant Time, Resources

Illinois-based Wilmette Public Schools District 39 (WPS39) serves more than 3,500 students in

grades K-12, including a major portion of Wilmette and a small portion of adjacent Glenview.

The district’s class sizes range from 22 to 28 students, and test scores consistently reflect

achievement well above state and national norms.

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 utilizing Aspex Solutions’ powerful, web-based software tools, District 39 officials have been

successfully hiring and managing first-rate employees, and reducing the amount of paperwork

associated with employee management, all in a simple, affordable, automated and paperless

manner.

THE SOLUTIONAfter observing a neighboring school district’s success with Aspex Solution’s technology 10

years ago, District 39 officials made the decision to streamline their hiring process. By

leveraging Aspex Solutions’ technology, the school district has been able to successfully

implement a more accessible and efficient hiring process.

Aspex Solutions’ AppliTrack HR Talent Management Suite supports school districts’ HR staff in

countless ways; for example, the software can help distribute job information electronically,

receive online applications, assess applicants, notify applicants of the outcome of the hiring

process, and eliminate much human labor and paper usage.

The AppliTrack Recruiting tool enables District 39’s HR department to easily and automatically

progress applicants through the entire hiring process: from recruiting, applicant tracking,

assessment and evaluation to interview management and onboarding. In addition, this solution

has helped the district maintain paperless personnel files and reduce duplicate efforts.

02

Working with Aspex Solutions has been

priceless. The resources and time we save can

be reallocated to ultimately benefitting the

students, families and community members

we serve.

DR. MARGARET CLAUSON Assistant Superintendent,Wilmette School District

THE OUTCOMEAppliTrack HR Talent Management Suite has helped District 39 streamline and strengthen the

foundation of its entire HR Department’s hiring process. Not only have school officials

discovered an efficient, cost-effective method of hiring and recruiting, but also a more reliable

approach in managing its team of educators district wide.

As a result, the HR department has seen a significant reduction in time spent sifting through

applications and resumes, making multiple phone calls, setting up interviews and

communicating with both potential and current employees. “Thanks to Aspex Solutions, we’ve

literally cut thousands of hours and reduced our overall administrative staff,” Clauson said.

“District 39’s commitment to providing the best possible education for our students has been

enhanced through the use of Aspex Solutions’ technologies. Their solutions have helped us

more easily connect with highly-qualified, interested candidates,” Clauson said.

Since implementing the AppliTrack Suite Wilmette’s HR department started reviewing some of

the school district’s other manual processes, and how the technology can be used to increase

efficiencies and save resources in other areas.

“This powerful, yet simple software has revolutionized the manner in which we deliver HR

department services throughout our school district,” Clauson said, adding: “Working with Aspex

Solutions has been priceless. The resources and time we save can be reallocated to ultimately

benefitting the students, families and community members we serve.”

03...powerful yet simple software...

info aspexsolutions.comP 866.667.1277F 847.568.0301

8725 W. Higgins RoadSuite 325

Chicago, IL 60631

www.AspexSolutions.com

CASESTUDY