CAREER ZONE
STAFF HIRE AND SELECTION PROCESS
HR STATUS UPDATE/DISPOSITIONING GUIDE
Career Zone Manager Applicant Dispositioning/Update HR Status Guide
|P a g e 1
Updated 7/28/2017
UPDATING HR (APPLICANT) STATUSES AND
APPLICANT DISPOSITIONING
STAFF NEW HIRES
As you begin to review candidates for your current opening, you are required to update each candidate’s HR status as they move
through the selection process. In addition to providing applicants with information on their status in the application process in a
timely manner, the information provided through applicant tracking is used for government and internal reporting. We are
required to maintain this information. Timely update of the applicant statuses will also assist YOU in managing large applicant
pools.
IMPORTANT: MAKE SURE THAT BEFORE YOU BEGIN TO CREATE YOUR REQUISITION OR DISPOSITION CANDIDATES, YOU TURN
OFF YOUR POP-UP BLOCKER. In Internet Explorer, you can following these instructions for turning on and off your pop-up
blocker: http://windows.microsoft.com/en-US/Windows7/Internet-Explorer-Pop-up-Blocker-frequently-asked-questions
C ONTENTS
NEW! STAFF RECRUITMENT HR STATUS/DISPOSITION WORKFLOW
HR Process Document overview .............................................................................................................................................. 3
Who can update statuses?....................................................................................................................................................... 4
When should statuses be updated? ......................................................................................................................................... 4
Will the applicant know the specific reason they were no longer considered? ........................................................................ 4
When do I need to complete the disposition form? ................................................................................................................. 4
Updating Multiple Applicant Statuses at One Time ................................................................................................................. 5
Updating Multiple Applicant Statuses at One Time - Example ................................................................................................. 5
UNDOING an Applicant Status ................................................................................................................................................. 8
Communicating with your applicants ...................................................................................................................................... 8
Adding or Re-accessing a Candidate Disposition Form through the Candidate results panel ................................................... 8
Staff Applicant Status Cross Reference Guide ............................................................................. 9Error! Bookmark not defined.
Disposition Reason Codes-Faculty/Staff ................................................................................................................................ 10
Career Zone Manager Applicant Dispositioning/Update HR Status Guide
|P a g e 2
Updated 7/28/2017
STAFF RECRUITMENT BACKGROUND CHECK WORKFLOW PROCESS
Candidate HR Status
WHO UPDATES STATUS
RECRUITMENT PROCESS
01-Pending Screening
System Generated to applicant
10-Screening Materials
Hiring Manager (HM)
20-Phone Interview
Hiring Manager (HM)
30-Onsite Interview
Hiring Manager (HM)
40-Offer extended (verbal
written)
Hiring Manager (HM)
HM works with HRM (HR
Manager) and OSR for salary
determination
50-Candidate accepted
Written offer
Hiring Manager (HM)
HM generates offer letter/sends
copy to [email protected].
Hiring Manager (HM)
This is now the final HM step
in hire process
50-Background Screening
HR Recruitment
This is only seen by HR
Recruitment. Change candidate
HR Status to this to launch Hire
Right Integration
NEW: PROCESS CHANGE
HR will no longer notify Hiring
Manager of clearance of
background check unless
further information is needed.
NOTE: You must notify HR if
Current RIT employee being
hired is listed as EXTERNAL
candidate to avoid generating
background screening
50-Prepare new hire EAFNon Academic
SYSTEM PROCESS
Career Zone/Kenexa
alert to [email protected]
to update HR status to
generate background
check integration
OR
50-Prepare New Hire EAF
(Academic Affairs/Provost
Division Only). Use for all AA
areas
60’s, 75, & 90 HR status
Career Zone Manager Applicant Dispositioning/Update HR Status Guide
|P a g e 3
Updated 7/28/2017
Hire Right integration
begins-sends email
invitation to candidate
to log into their system
and fill out background
check electronically and
submit it electronically.
process remains the same
W HO CAN UPDATE STATUS ES ?
A designated member of the requisition team/search committee who HM/SC (Hiring Manager/Search Chair) level of access to the
system can update applicant statuses. It is strongly recommended that only one person on the team be assigned the status update
role. If someone needs access to updating applicant statuses, the hiring manager should email [email protected] .
W HEN SHOULD STATUSES BE UPDATED ?
The initial HR status for all staff applicants is “01-Pending Screening & Review”. Upon initial review, all applicant’s HR
status should be updated to “10-Screen Application Materials”.
As you screen your candidates materials, if there are those who do not meet minimum requirements of the posted
position, their HR status should be changed from “10-Screen Application Materials” to a final status of: “60Application No Longer Being Considered after Materials Review”. A disposition form will pop up, which requires
you to select the reason as to why the applicant is not moving forward. You can update an applicant status by
either clicking on the status reason next to the candidate’s name, performing an update of multiple applicants at
one time, or by selecting the candidate and then selecting the action called: “Update Status”. If you are moving
an applicant to a final status, the REQUIRED candidate disposition form must be completed. Please see the step by
step instructions in this document.
Please refer to the “Applicant Status Cross Reference Guide” on page 9 to view all the status options.
W ILL THE APPLICANT KN OW THE SPECIFIC REASON THEY WERE NO LONGER
CONSIDERED ?
No. The applicants are only able to see that their status was updated on the job submission status link in their
profile, but they will never see the reason code on the disposition form. Please see page 9 for the cross reference
between what statuses the search team sees and what the applicant sees.
There are no automated notifications sent to applicants from the system when their applicant status is
changed, but there are many communication options available for hiring managers in the system. These
communication options are shown in more detail in the Communications Section of the full user guide.
Screen shot of applicant job submission status on the Talent Gateway
W HEN DO I NEED TO COMPLETE THE DISPOSITION FORM ?
Career Zone Manager Applicant Dispositioning/Update HR Status Guide
|P a g e 4
Updated 7/28/2017
The only time you will need to complete the candidate disposition form is when you are moving an applicant to one of the
following final statuses. The candidate disposition form will “pop-up” when you move a candidate to one of the final statuses.
You MUST have your pop-up blocker turned off in order for the form to “pop-up”. If the candidate disposition form does not
pop up when you change someone to one of these statuses, please go to the candidate results panel, select your candidates
and select ACTIONS-Add Form to select the Candidate Disposition Form (additional instructions below on re-accessing
candidate forms from the panel). You will not see all statuses at every phase of the process--you will only see applicable statuses
for each phase (for example, you will not see a hire status until after all pre-offer and offer steps have been completed.)
STAFF Positions which require a disposition form are:




60-Application No Longer Being Considered
60-Job Cancelled
60-Offer Declined
75-Candidate Withdrawal
U PDATING M ULTIPLE A PPLICANT S TATUSES AT O NE T IME (M ASS U PDATE )
The Update Same Status feature can be used for updating the HR Status of more than one candidate at a time. When
using Update Same Status, keep the following points in mind:

Update Same Status can be used for rejecting candidates or moving them forward in the hiring process

To decline multiple candidates, they must be starting and ending at the same status AND they must have the same nonselection reason for the Candidate Disposition Form.

All of the selected candidates will have a recorded copy of their own Candidate Disposition Form on their Talent Record
Updating Multiple Applicant Statuses at One Time - Example
1.
2.
3.
4.
Your position is posted with a minimum qualification of an Associate’s or other degree/professional certification OR minimum
years of experience for a position.
If desired, you can export the information in the grid for review, reporting and printing in Excel prior to updating the HR status
by selecting all the candidates and go to ACTION-Export to Excel (NOTE: All grids are exportable, however, you may have to
export multiple pages individually since there is a limit of 100 per page).
Select all of the candidates who do not meet the minimum requirement and who are in the same applicant status (in this case,
01—Pending Review and Screening).
In the candidate results grid, go to ACTIONS—UPDATE STATUS
Career Zone Manager Applicant Dispositioning/Update HR Status Guide
|P a g e 5
Updated 7/28/2017
5.
6.
A box will pop up prompting you to select a new status. You will change all candidates to “10-Screen Application Materials”
7.
Keeping those same applicants selected, you can select the next status. In this case, since we are no longer interested in the
applicant, you would select: “60-Application no longer being considered after materials review. “
IMPORTANT: MAKE SURE THAT BEFORE YOU BEGIN TO FINAL-DISPOSITION CANDIDATES, YOU TURN OFF YOUR POP-UP
BLOCKER. In Internet Explorer, you can following these instructions for turning on and off your pop-up blocker:
http://windows.microsoft.com/en-US/Windows7/Internet-Explorer-Pop-up-Blocker-frequently-asked-questions
8. Click the box that says: UPDATE and a Candidate Disposition Reason form will appear.
9. Select a reason from the Candidate Disposition Form for the correct category, then click the SAVE box. NOTE: When you are
updating multiple applicants at one time, they must all be receiving the same disposition non-selection reason.
Career Zone Manager Applicant Dispositioning/Update HR Status Guide
|P a g e 6
Updated 7/28/2017
Click the SAVE button
Click the OK button when this pop-up confirmation appears
MAKE SURE YOU RECEIVE THE CONFIRMATION PAGE
Career Zone Manager Applicant Dispositioning/Update HR Status Guide
|P a g e 7
Updated 7/28/2017
UNDOING an Applicant Status
1.
If you accidentally update the applicant to a wrong status, you can return to the update status action and select “UNDO
STATUS” (HR Status Update Box—Advanced Options-Undo Status).
Communicating with your applicants
Depending upon your business unit’s requirements, you may send the rejected applicants an email communication using one of
the Communication email templates (see communications section).
See the Applicant Quick Start Review Guide for additional information on applicant communications.
Adding or Re-accessing a Candidate Disposition Form through the
Candidate results panel
If you ever need to go back in and access
the candidate disposition form to complete
(or other candidate forms), you can access
it through the candidate results grid by
clicking on the icon in the forms column
next to the candidate name, or by selecting
the candidate and going to ACTIONS-Add
Form
1.
2.
3.
Either click the forms icon, or select ADD-Form from the Actions Menu.
The list of available forms will be at the top of the page.
Select the form and click ADD FORM
Career Zone Manager Applicant Dispositioning/Update HR Status Guide
|P a g e 8
Updated 7/28/2017
a.
b.
c.
The forms shown on the candidate forms screen are either forms that the candidate completed through the Talent
Gateway, or forms that were completed for the applicant via your panel. You will only see forms that are related to
searches for which you have access to view (through your “MY” relationship with the requisition).
Not all forms are viewable by every user type (for example, only recruiters can view the EEO/Veteran’s information
form detail.)
Also, some forms are only viewable by the form initiator and recruiters for security purposes (such as in the case of
the New Hire EAF and Pre-Offer Approval Forms.)
S TAFF A PPLICANT S TATUS C ROSS R EFERENCE G UIDE
Applicant Status (manager view)
Applicant Masked Name
Form to Pop Up
01-Pending Review and Screening (Staff)
Application Received
10-Screen Application Materials
Screening
20-Phone Interview
Interview
30-Onsite Interview
Interview
40-Verbal/Written Offer Extended
50-Candidate Accepted Written Offer
Offer
Offer
50-Background Screening NEW
Offer
NEW Not visible to candidate or Hiring
Manager-this launches online
background screening process
50-Prepare Hire EAF
Offer
Staff New Hire EAF
50-Prepare Hire EAF (Academic
Offer
Academic Affairs/Provost Div Staff New
Affairs/Provost Division Only)—Use for all
Hire EAF
Academic affairs areas
60-Application No Longer Being Considered Application No Longer Being Considered Candidate Disposition Form REQUIRED
60-Job Cancelled
Job Cancelled
60-Offer Declined
Off Declined
75-Candidate Withdrawal
Candidate Withdrew Application
90-Hire (Integrate to HRIS) HR USE ONLY
Hired
Career Zone Manager Applicant Dispositioning/Update HR Status Guide
|P a g e 9
Candidate Disposition Withdrawal
REQUIRED
Updated 7/28/2017
Reason Code # For Disposition Form-USE: 60(Staff) OR 65(Faculty): Application no longer being considered
Reason Code #
After Materials Review:
1
2
3
4
5
6
7
8
Reason Code #
9
10
11
12
13
Reason Code #
14
15
16
17
18
19
20
21
22
Reason Code#
23
24
25
26
27
28
29
30
Reason Code #
31
32
33
34
35
36
37
38
39
40
Did not meet minimum qualifications of the job
Did not meet Sponsorship/not legal to work in US
Determined ineligible for rehire
Candidate not as strongly qualified as others for the position
Unable to contact applicant/did not respond to requests for additional info or interview
Other candidates had more relevant training or experience
Application incomplete
Position closed or decided not to fill
After Phone Interview
Unable to work required hours or preferred hours not consistent with job
Applicant indicated not interested in nature of job assignments
Interview revealed applicant not as appropriate or broadly qualified as others
Reference check results
Position closed or decided not to fill
After Onsite Interview:
Applicant indicated not interested in nature of job assignments
Applicant not well prepared
Interview revealed applicant not as appropriate or broadly qualified as others
Failed to confirm qualifications
Scheduled-did not show
Offer rescinded due to eligibility requirements of the position
Hired into different PC# with same qualifications
Reference check results
Position closed or decided not to fill
Candidate Withdrawal
Accepted another offer
Job seeker request-reason unknown
No job opportunity for spouse/partner
No longer interested in company/role
Personal reasons
Relocation issues
Salary/Compensation Expectations unmet
Unable to work required hours
OFFER DECLINED
No reason given
Salary
Benefits
Accepted another offer
Dual Career/Spouse/Partner Job Issues
Level/Title
Relocation
Start-up package not acceptable
Lack of PhD program
Lack of Research Support
Career Zone Manager Applicant Dispositioning/Update HR Status Guide
| P a g e 10
Updated 7/28/2017
These are applicant statuses. Candidate Disposition Form is not required for these options.
41
42
43
44
45
46
60-Job Cancelled-Applicant not reviewed (Staff)
60-Job Cancelled- After Applicant Reviewed(not interviewed) [Staff]
60-Job Cancelled- After Applicant Interview (Staff)
65-Job Cancelled-Applicant not reviewed (Faculty)
65-Job Cancelled- After Applicant Reviewed(not interviewed) [Faculty]
65-Job Cancelled- After Applicant Interview (Faculty)
Career Zone Manager Applicant Dispositioning/Update HR Status Guide
| P a g e 11
Updated 7/28/2017