Changing Applicant Status and Disposition Reason
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 Hiring Coordinator role which can be requested via the Banner Authorization Requests (BAR) system.
Procedure
4.1
Reviewing Applicant Information
Hover over Recruit on the navigation bar and select Manage Requisitions.
To view the applicant information for a requisition, select the value (numeric) under the Applicant column in the requisition listing.
- Once selected, you will be brought to the Manage Application page.
To view an applicant’s information, you can do the following:
 | View all of the applicant’s material as a PDF document. |
 | View the applicant’s resume/CV as a Word or PDF document. |
 | Select the checkmark next to the applicant, 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 form this page. |
| Applicant Name | Select the applicant’s name to be brought to the application profile. The person’s application can be found under the Applicant tab and the attached documents can be found under the Documents tab. The documents can also be downloaded from the Applicant Summary tab. |
4.2
Change Applicant Status
- To change an applicant’s status, you can do the following:
| Select the checkmark next to the applicant’s name, under the Action button select Change Status to be brought to the change status page. |
| Select the checkmark next to the applicant's name, under the Action button select Resume/CV Review to go to the resume review screen. The resume review page allows you to change the person’s applicant status after reviewing the person’s application material. |
Applicant Name | Select the applicant’s name to be brought to the application profile. On the Summary tab, select the value given in the Current Status to be brought to the Change Status page. |
- Hiring Coordinators are responsible for updating the status of each applicant as they progress through each phase. This is an important step and used in annual compliance reporting.
Example:
- Applicant is in the pool as Under Review and is selected for telephone interview switch the applicant from Under Review > Telephone interview. If selected to interview on campus switch to >In Person interview round 1 or 2 as appropriate . Finally, change to > Recommended for Hire or dispense the applicant as they fall out of consideration.
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 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 OFAS use only. Select once an offer has been accepted and onboarding has been initiated. | N/A |
Hired | For OFAS use only. Selected once onboarding has been completed. | 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. |
4.3
Important Information when Changing an Applicant Status
When Not Hired is selected, the applicable Disposition must be selected. An application that is in the Not Active 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 will have to be completed, see section 4.4 for instructions.
Note
If you dispense an applicant with the incorrect reason first change the status back to Under Review by Department/Committee then update as not hired with the new disposition reason.
4.4
Interview: Not Hired Disposition Reason
For an applicant that was interviewed but not hired, select the person’s name from the Manage Applications 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. See the list below.
| Interview: Not Hired Disposition Reason: | Email sent to Applicant |
|---|---|
Acceptable as an alternate | No, expectation is that the interviewee would be personally contacted by the interview committee. |
Application materials not consistent w/ interview | |
Declined Interview | |
Declined Offer: Accepted another position at UNM | |
Declined Offer: Accepted position w/ other company | |
Declined Offer: Compensation/salary range | |
Declined Offer: Location of worksite | |
Declined Offer: Other | |
Declined Offer: Research Support | |
Department Rescinded Offer | |
Falsified CCC form | |
Insufficient administrative experience | |
Insufficient clinical experience | |
Insufficient directly related experience | |
Insufficient evidence of service | |
Insufficient past research funding | |
Insufficient res/pubs/creative works | |
Insufficient teaching experience | |
| Less competitive based on interview performance | |
Pre-employment Screening: Did not complete | |
Pre-employment Screening: Did not pass | |
References: Did Not Receive Required Material | |
| References: Unfavorable/weak/unsupportive | |
Unable to support candidate's research | |
UNM HR file review unfavorable | |
Withdrew: Accepted another position | |
Withdrew: Applied for wrong position | |
Withdrew: Salary Requirement Too High |
4.5
Verifying self-identification information
For an applicant that was interviewed, select the person’s name from the Manage Applications page.
Under the Application tab, expand the Voluntary Affirmative Action Survey section to display the self-identification responses for the application.
If the applicant did not self-identify, go to next section.
4.6
Completing the DRA:
If the applicant did not self-identify, and was interviewed via skype or any method where there is a visual observation, go to 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.
4.7
Disposition Code and Email Notification Status
Disposition Code | Email Sent to Applicant (Yes/No) | Notes |
|---|---|---|
| Voluntary Withdrawal | Yes, sends a different email than the other disposition codes. | |
| Closed as Duplicate | No | |
Application is incomplete | Yes | |
Application received past deadline | Yes | |
Availability: Not compatible with department needs | Yes | |
Canceled | Yes | |
| Declined Interview | No | |
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 a student | No | |
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 | |
| Student does not have work-study award | No | |
| Student in non-degree status | No | |
| Student not enrolled | No | |
Unable to contact/no response | Yes | |
Interviewed not Hired | No | Use case: Applicant makes it to interview process but then is not selected, be sure to also provide one of the non selection reasons show in the list above: section 4.4 Interview: Not Hired Disposition Reason |
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 | |
Email Notification Examples
Email Notification for Standard Disposition Code
The following email is sent to the applicant when one of the disposition codes above is selected when the applicant is move to the “Not Hired” status, except when marked "no" in the email sent to applicant column in the table above.
view email
Email Notification for Voluntary Withdrawal Disposition Code
The following email is sent when an applicant voluntarily withdraws from a requisition.
Support
For questions and support concerning Main & Branch Campus Faculty contact the Office of Faculty Affairs and Services:
- Email: faculty@unm.edu
- Phone: 505-277-4528
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