Collect and file information from each applicant

Once the position is posted, you'll start getting phone calls and mail. All incoming material must be logged and date stamped. Use the Applicant Tracking Database to record all information received from applicants and all decisions made regarding the status of each application. Each contact with applicants should be noted in the Applicant Tracking Database. You'll also document at what point in the interview process the candidate was not selected to proceed further and why.

The manner in which inquiries are handled by persons in the office can affect an applicant's impression about the department and the University. Coach your staff to treat all interactions with courtesy and respect.

As applications are received, send each applicant an "Application Has Been Received Letter." Enclose with this letter a copy of the "Applicant Information Form" if the applicant has not already returned a copy of this form to you. This form is to be completed by the applicant and returned to your county office.

File Applicant Information

Remember, all hiring materials are to be stored in a secure and confidential place and separate from regular department files.

Employment records do not start with the first day of work; they begin with the application. Many discrimination complaints deal with the hiring process. If employers set up standardized interview and keep records of them, they would be less likely to be successfully charged with discrimination.

Set up a file for each applicant's materials. Remember to write the PVL number on the application.

File Information about the Hiring Process

Start a separate file for the position information. This is where you will keep blank copies of the questions asked, screening forms, reference check forms, position description and other general information.

Go to "Step 3."

Return to Step 2.