Purpose

Procedures for reviewing application materials, changing an application status, dispensing applications and completing the DRA. 

Applicability

For hiring coordinators who will be responsible for managing application pools.

Prerequisites

Hiring Coordinator access is managed via the Hiring Coordinator Role which can be requested via the Banner Authorization Requests (BAR) system.

Procedure

Hover over Recruit on the navigation bar and select Manage Requisition.

  • To view the applicant information for a requisition, select the value (numeric) under the Applicants column in the requisition listing.
  • Once selected, you will be brought to the Manage Applicants page.

To view an applicant's information, you can do the following:

  • Select the icon next to the applicant to view all of the applicant's material OR
  • Select the icon next to the applicant to view the applicant's resume/CV OR
  • Select the applicant's name to be brought to the Applicant Profile. The person's application can be found under the Application tab and any additional attached documents (cover letter, writing sample, etc.) can be found under the Documents tab. The Resume/CV and Application can also be found in the Summary tab.
  • To review multiple applicants: Select the next to the applicants you would like to review. Under the Action button, select Resume/CV Review to go to the resume review screen which allows you to toggle between the attached resume/CV for the selected applicants. A PDF for the applicant's application or resume/CV can be generated from this page.

To change an applicant's status, you can do the following:

  • Select the next to the applicant's name. Click the Action button and select Change Status to be brought to the Change Status page. Select status from drop down and click Submit.
  • Select the applicant's name to be brought to the Applicant Profile. On the Summary tab, click the status shown in the Current Status to be brought to the Change Status page. Select status from drop down and click Submit.
    • To change multiple applicant's statuses: Select the next to the applicants you would like to change. Click the Action button and select Change Status to be brought to the change status page. Click the Change Status To button and select the appropriate status. Click Submit.

When changing an Applicant Status to Not Hired:

  • When the Not Hired status is selected, the applicable Disposition must be selected. An application that is in the Not Hired status is no longer active for that posting and a notification email will be sent to the applicant, dependent on the disposition selected.
  • When an applicant who was interviewed is moved to the Not Hired status, the appropriate Disposition code is Interviewed Not Hired and the Interview: Not Hired Disposition Reason located on the application profile will have to be completed.

To update the Interview: Not Hired Disposition Reason and to attach documents for Non-Select applicants:

  • For an applicant that was interviewed but not hired, select the person's name from the Manage Applicants page.
  • On the Summary tab in the Application Custom Fields section, select the Edit Custom Fields button.
  • Select the appropriate value from the Interview: Not Hired Disposition Reason dropdown and select the Save Custom Fields button.
  • Interview notes for all interviewed applicants must attached to the applicant's profile in UNMJobs. To attach interview notes for applicants interviewed, select the Documents tab of each applicant and click on Add Attachment to upload the interview notes for all committee members/note takers.

Completing the DRA:

  • For an applicant that was interviewed in person, via skype or any method where there is a visual observation, select the person’s name from the Manage Applicants page.
  • In the Summary tab and in the Application Custom Fields section, select the Edit Custom Fields button.
  • Enter the appropriate values for the DRA Gender and DRA Race/Ethnicity fields and select the Save Custom Fields button.

Definition of Applicant Status

Status Name

Description

Self-Identification/DRA Required for Submission of Hiring Request

Under Review by Department/Committee

Default status for all applications.

No

Telephone Interview

Select this status when an applicant has been selected for telephone interview.

No

Video Interview

Select this status when an applicant has been selected for a video (ex. Skype) interview.

Yes

In Person Interview Round 1

Select this status when an applicant has been selected for an in person interview. Use this status if only one round of in person interviews has been conducted.

Yes

In Person Interview Round 2

Select this status when an applicant has been selected for a second in person interview.

Yes

Background Check

Select this status if a background check is being conducted for the selected applicant.

N/A

Recommended for Hire

Select this status for the applicant(s) that are selected for hire. This status is required in order to submit a hiring request.

Yes

Assigned Onboarding

For Employment Area only

N/A

Hired

For Employment Area only

N/A

Not Hired

Select when an applicant is no longer under consideration. You must select a disposition code when moving an application to "Not Hired".

Note: The disposition code selected determines if an email notification is sent to the applicant. See the attached list to determine if the disposition code will send an email notification.


Yes, if person was interviewed via video or in person.

Once a person has been interviewed the disposition code must be Interviewed Not Hired.


Disposition Code and Email Notification Status

Disposition Code

Email Sent to Applicant
(Yes/No)

Application is incomplete

Yes

Application received past deadline

Yes

Availability: Not compatible with department needs

Yes

Canceled

Yes

Did not show up for interview

Yes

Does not meet minimum qualifications

Yes

Failed Pre-Screening

Yes

Falsified Application/Resume

Yes

Ineligible for Rehire

Yes

Insufficient administrative experience

Yes

Insufficient clinical experience

Yes

Insufficient directly related experience

Yes

Insufficient evidence of service

Yes

Insufficient past research funding

Yes

Insufficient res/pubs/creative works

Yes

Insufficient teaching experience

Yes

Less competitive based on creative works

Yes

Less competitive based on publications

Yes

Less competitive based on research

Yes

Less competitive based on teaching evaluations

Yes

Limited subject matter expertise

Yes

Not as qualified: Relevant education

Yes

Not as qualified: Relevant experience/skills

Yes

Not eligible to work in the U.S.

Yes

Poor quality of application material

Yes

References: Did not receive required material

Yes

Unable to contact/no response

Yes

Closed as Duplicate

No

Declined Interview

No

Interviewed not Hired

No

Not a student

No

Student does not have work-study award

No

Student in non-degree status

No

Student not enrolled

No

Unable to support candidate's research

No

UNM HR file review unfavorable

No

Withdrew: Accepted another position

No

Withdrew: Applied for wrong position

No

Withdrew: No longer interested

No

Withdrew: Salary requirement too high

No

Voluntary Withdrawal

Yes, sends a different email than the other disposition codes.

Email Notification for Standard Disposition Code

When the applicant is moved to the "Not Hired" status, the following email will be sent if the disposition code above shows 'yes' in the Email Sent to Applicant column.

Dear RECIPIENT.FIRST.NAME RECIPIENT.LAST.NAME,

Thank you for your interest in employment at The University of New Mexico. Your application for JOB.TITLE (JOB.REQUISITION.ID) with JOB.OU.LOCATION.TITLE has been reviewed and you were not selected for this opportunity. We encourage you to continue visiting our website and to apply for positions that interest you. Our employment opportunities can be found at https://UNMJobs.unm.edu.

Regards,
UNMJobs

Email Notification for Voluntary Withdrawal Disposition Code

The following email is sent when an applicant voluntarily withdraws from a requisition. 

Dear RECIPIENT.FIRST.NAME RECIPIENT.LAST.NAME,

You are receiving this email to confirm the withdrawal of your application for JOB.TITLE (requisition number JOB.REQUISITION.ID). Thank you for your interest in working at the University of New Mexico. You can find employment opportunities at https://UNMJobs.unm.edu.

Regards,
UNMJobs