EDUVOCATION LIMITED

MyNewTerm

An education specific online applicant tracking system and advertising solution.

Features

• Analytics and Reporting
• Centralised Candidate Database
• Standardised Application Process
• Integration with Job Boards
• Job Templates
• Transfer of Candidates
• Personalised Employer Career Sites
• Remote Access
• Criminal Convictions Declerations
• Reference Requesting

Benefits

• Streamlined recruitment workflow
• Full compliance with Keeping Children Safe in Education (KCSiE)
• Managing the end-to-end recruitment process online
• Automated communication
• Collaborative hiring process
• Scalability and flexibility
• Customisable branding of career pages and forms
• Efficienct online reference requesting
• Streamlined direct communication with candidates
• Workflow management

£240 to £4,800 a licence a year

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at wayne@mynewterm.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

535057026868688

Contact

Wayne Cartmel
01582316990
wayne@mynewterm.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: None
• System requirements: Internet access

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Within 72-hours
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: Web chat
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: WCAG 2.1 A
• Web chat accessibility testing: Our live chat service is WCAG 2.1 A compliant.
• Onsite support: No
• Support levels: All Multi-academy trusts are provided a dedicated account manager. All employers are able to get in touch via email, live chat or phone (availalable Monday - Friday, 9am - 5pm). This is provided as part of the subscription at no additional cost.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: Online training - this is typically a 30-60 minute online training session depending on the type of user. For multi-academy trusts and larger employer an implemention call is first organised to outline the plan and timeline for the implementation.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: This is detailed within the service agreement. It will also display online via the employer login.
• End-of-contract process: Towards the end of the contract renewal information will be sent to continue with the service. Once confirmed, the service will renew for the additional period agreed. If an employer chooses to cancel, no further money is due and the service will end on the date detailed within the service agreement.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: UI amended specifically for mobile and tablet devices.
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: Employers can post available job opportunities directly onto the platform (self-service) via their online account. Candidates can then search these available vacancies via the front end jobs board and apply directly to employers via the standardised application process. Employers can then manage all applicants online via the Applicant Tracking System. This includes features such as interview scheduling, reference requesting, criminal convictions disclosures, interview checklist, online searches. At the end of the recruitment process all documents can be downloaded.
• Accessibility standards: WCAG 2.1 A
• Accessibility testing: The MyNewTerm application is designed to be responsive and adaptable to different screen sizes and devices, ensuring a consistent user experience across various platforms.; ; Our service primarily operates through text-based interactions, which can be accessed through various platforms including web browsers, mobile devices, and text-based interfaces. Users can interact with our service using keyboard input alone and the text output generated by our service can be easily interpreted by screen reader software. ; ; Our development team are committed to continuously improving the accessibility of the service based on user feedback and advancements in accessibility standards and technologies.
• API: Yes
• What users can and can't do using the API: We provide an API for employer website vacancy pages. This provides the ability to add a live feed of vacancies directly from MyNewTerm to your school or trust website(s). API documentation is provided to add this to your website vacancies page which is a one-time setup.
• API documentation: Yes
• API documentation formats:
  • HTML
  • PDF
• API sandbox or test environment: No
• Customisation available: Yes
• Description of customisation: Employers can customise their career page(s) at MyNewTerm. This includes adding in a cover image, description, photos, videos, documents/policies, logos, etc. Branding colours can be amended on this page along with all documentation produced through the application (e.g. application form, reference form, criminal convictions decleration).

Scaling

• Independence of resources: We are not able to provide any specific guarentees users aren’t affected by the demand other users are placing on the service but we attempt to mitigate as much as possible. This includes having multiple servers to reduce load. Our in-house IT team are continually monitoring and adapting to the usage of different user types.

Analytics

• Service usage metrics: Yes
• Metrics types: Online analytics dashboard for employers. This displays an overview of recruitment activity including summary job data, job applications, vacancy sources, talent pool summary, equal opportunities monitoring, Equality, Diversity and Inclusion monitoring. All the data can be exported into a dashboard report for ease of analysis.
• Reporting types: Real-time dashboards

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: None

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: United Kingdom
• User control over data storage and processing locations: No
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 3.0)
• Penetration testing frequency: Less than once a year
• Penetration testing approach: ‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
• Protecting data at rest: Physical access control, complying with CSA CCM v3.0
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• Equipment disposal approach: In-house destruction process

Data importing and exporting

• Data export approach: Users are able to export their data at anytime via the online account.
• Data export formats:
  • CSV
  • Other
• Other data export formats: PDF
• Data import formats: ODF

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: MyNewTerm will use reasonable endeavours to provide (1) support within core business hours (9.00am to 5.00pm each business day) to all Users and (2) provide access to the Services for 98% of the time in any given 3-month period, excluding scheduled updates, maintenance or for any circumstances outside of the direct control of MyNewTerm such as failure of the internet, act of God, war, riot, pandemic, civil commotion, malicious damage, breakdown of machinery, fire, flood or storm.
• Approach to resilience: Available on request.
• Outage reporting: Email alerts are provided to users for any notable service outages.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: All employer accounts have 2FA as a minimum. Employer users can restrict permissions to only the areas that the specific user requires access for and if a multi-academy trusts, which school(s).
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • 2-factor authentication
  • Username or password

Audit information for users

• Access to user activity audit information: Users have access to real-time audit information
• How long user audit data is stored for: At least 12 months
• Access to supplier activity audit information: No audit information available
• How long system logs are stored for: At least 12 months

Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications: IASME Cyber Assurance Level 1

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: Other
• Other security governance standards: Cyber Essentials; IASME Cyber Assurance
• Information security policies and processes: Data Encryption: we encrypt data to protect it from unauthorised access. This includes using strong encryption algorithms and secure communication protocols to encrypt data.; ; Access Control: we have implemented access control mechanisms to restrict access to data and systems based on the principle of least privilege. Access rights are granted only to authorized individuals or systems and are regularly reviewed and updated as needed.; ; Security Awareness Training: we provide security awareness training to employees to educate them about security best practices, policies, and procedures.; ; Regular Security Audits and Assessments: we conduct regular security audits and assessments to identify potential vulnerabilities and weaknesses in its systems and processes. This includes both internal audits conducted by MyNewTerm's in house IT team and external assessments conducted by third-party security experts.; ; Patch Management: we have a patch management process in place to regularly update and patch software and systems to address known security vulnerabilities.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: All components of the service, including software, hardware, network devices, and dependencies, are identified and documented as configuration items (CIs). This includes specific versions and configurations of software packages, libraries, and frameworks used in the service. ; ; Changes to configuration items are managed through formal change control processes, which include documentation, approval, and tracking of changes. Version control systems are often used to track changes to code and configuration files.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Vulnerability Identification - we have continuous monitoring of the service infrastructure, including networks, servers, applications, and dependencies, to identify potential vulnerabilities.; ; Vulnerability Assessment -Identified vulnerabilities are assessed based on their severity, exploitability, and potential impact on the service. Vulnerabilities with a higher risk of exploitation or significant impact are prioritised for remediation.; ; Patch Management - Once vulnerabilities are identified and assessed, patches or mitigations are developed.; ; Continuous Monitoring - After patches are deployed, our in house development team continues to monitor the service infrastructure.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Real-time Monitoring - we employ real-time monitoring tools and technologies to continuously monitor its systems, networks, and applications for security events and anomalies.; ; Response to Potential Compromises - When a potential compromise is detected, our incident response team performs initial triage to assess the severity and impact of the incident. ; ; Response Time: we priortise our response to security incidents based on their severity, potential impact, and criticality to the organisation's operations. High-priority incidents that pose an immediate threat to security or availability receive prompt attention and are addressed with urgency.
• Incident management type: Supplier-defined controls
• Incident management approach: Incident Categorisation - we categorise incidents based on their type, severity, and impact on systems and operations. ; ; Incident Reporting - we provide reporting channels for users to report incidents via live chat, email or phone. These are logged and priortised internally based on the categorisations above. ; ; Incident Reporting and Communication - we provide communication with users proactively about the reported incident, it's impact and the steps being taken to address.

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: No

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Equal opportunity

  Fighting climate change

  As a digital application, employers can streamline their recruitment process and minimise their environmental impact by not having to print applications and recruitment documentation.

  Equal opportunity

  Public sector employers are bound by the Public Sector Equality Duty under the Equality Act 2010 to promote equality for everyone. As part of the service offered, all candidates are required to complete and submit Equality & Diversity Monitoring information as part of their application. This data is collated for employers to view, analyse and act upon.

Pricing

• Price: £240 to £4,800 a licence a year
• Discount for educational organisations: No
• Free trial available: No

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at wayne@mynewterm.com. Tell them what format you need. It will help if you say what assistive technology you use.