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:

• 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.

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 An application that is in the Not Active status is no longer active for that posting and a notification email will be sent to the applicant, dependent on the disposition selected.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.

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

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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