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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

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.

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.

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 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. Select once onboarding has been initiated.

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.

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 Reason located on the application profile will have to be completed.

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.

Verifying self-identification information and completing the DRA:

  • 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 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.

Disposition Code and Email Notification Status

Disposition Code

Email Sent to Applicant

(Yes/No)

Voluntary WithdrawalYes, sends a different email than the other disposition codes.
Closed as DuplicateNo

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

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 awardNo
Student in non-degree statusNo
Student not enrolledNo

Unable to contact/no response

Yes

Interviewed not Hired

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

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.

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


Support

 For questions and support concerning Main & Branch Campus Faculty contact the Office of Faculty Affairs and Services:

  • Phone: 505-277-4528


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