Applied• Reject• Withdrawn• MovetoReview

Review• Reject• Withdrawn• OrMovetoInterview

Interview• Reject• Withdrawn• OrMovetoPrepareJobOffer

PrepareJobOffer• Reject• Withdrawn• OrSubmitJobOfferforapprovaltoDHR,USFHealthHRorRegionalHROffice

Hire• Reject• Withdrawn• OrCompleteHire

MANAGEAPPLICANTSGUIDELINESFor

HIRINGDEPARTMENTREPRESENTATIVES

SUMMARY

USINGDISPOSITIONCODES

AllindividualswhoapplyforapositionwiththeUniversitymustbeassignedapre-defineddispositioncodeinCareers@USFtodocumentthereasontheindividualwasorwasnotselectedfortheposition.

Careers@USFistheUniversity’sonlineapplicanttrackingsystemandhaspre-definedstatusesandcodesthatmustbeaccuratelyusedduringallphasesoftherecruitmentprocesstorecordthedecisionsregardingeachapplicantwhoappliedforanopenposition.OnceanapplicantappliestoaJobPostinginCareers@USF,theHiringDepartmentRepresentativeisresponsibleformanagingtherecruitmentprocessinCareers@USF.

DISPOSITIONCODESVERSUSAPPLICATIONSTATUSES

Astatusshowsatwhichstageanapplicantiswithinthehiringprocess.Adispositioncodeisashort,pre-definedreasonthatexplainstheapplicant’spositionatthatstage.

Adispositioncodeprovidesastatedreasonofwhereandwhyanapplicantwasremovedfromconsiderationinthehiringprocess.Thisleveloftrackinganddocumentationisnecessaryforcompliantrecordkeeping,reportingandtomitigateliability.

Theprocesscaptureshoweachcandidatefallsoutofconsiderationateachstage.

RECRUITMENT PROCESS OVERVIEW Applicantstatusesmustbeaccuratelymaintainedastheymovethroughtherecruitmentprocess.Listedbelowareavailablestatuses.

Status GuidelinesforUseAPPLIED Onceanapplicantcompletesanapplicationandappliestoaspecific

JobOpening,theirstatusissettoApplied.

REVIEWED Onceithasbeendeterminedthatanapplicantmeetsthebasicminimumqualificationsforthejob,theirstatuscanbechangedtoReviewedbyclickingtheMarkReviewedicon.

INTERVIEW Onceanapplicanthasbeenidentifiedforaninterview,updatetheirstatustoInterview.Thereisnoreasoncodethatneedstobeapplied.ActionRequired:Therequiredinformationmustbefilledoutontheinterviewpage.

REJECT ActionRequired:ApplicantsinaRejectstatusmustbeupdatedwiththeappropriateReasoncodefromthelistsbelow.

WITHDRAWN ActionRequired:ApplicantsinaWithdrawnstatusmustbeupdatedwiththeappropriateReasoncodefromthelistsbelow.

OFFER OncethedepartmenthaspreparedajobofferinCareers@USFandtheofferhasbeenapprovedbyDHRortheRegionalHRoffice,thedepartmentwillposttheoffer(extend)totheapplicantand the system will update the applicants status to Offer. There is no reason code that needs to be applied. Thefinaldispositionsfortheapplicant’smustbecompletedbeforethejobofferwillbeapproved.

OFFERACCEPTED

Onceanapplicanthasacceptedtheoffer,thesystemwillupdatetheirstatustoOfferAccepted.Thereisnoreasoncodethatneedstobeapplied.

READYTOHIRE-HIRE

OnceDHRortheRegionalHROfficehasbeennotifiedthattheapplicanthasacceptedtheoffer,theywillmovetheapplicanttothePrepareforHirestepwhichwillmovethemintotheReadyforHirestatus.Thereisnoreasoncodethatneedstobeapplied.DHRortheRegionalHROfficewillcompletetheManageHiresprocessinCareers@USF.Oncecomplete,theselectedapplicant’sstatuswillchangetoHired.Thereisnoreasoncodethatneedstobeapplied.

REASON CODES FOR REJECT AND WITHDRAW STATUS REJECTReasons

ApplicantswithastatusofRejectmustbeupdatedwiththeprimaryreasonthattheywerenolongerconsideredforthejob.

It’simportanttofirstdeterminewhetherornottheymettheminimumrequirementsofthejobopening.Forthosenotmeetingminimumrequirements,chooseoneofthe“DoesNotMeetMinimumRequirement”reasonsin

Category1.AllotherRejectreasonsareinCategory2andshouldnotbeuseduntilCategory1hasbeenconsidered.

Disposit ion Code

Code Reason Intended Use

DetermineiftheapplicantmeetsMinimumRequirementsforthejobtheyappliedfor.Iftheydonot,selecttheRejectstatusandthenselectoneofthefollowingreasons:(Ifmorethanonereasonexists,choosetheonethatisthestrongestormostrelevanttotheposition).REJECTCategory1 DNMMinReq-

Communication

Doesnotmeetminimumrequirements–CommunicationSkills:Theapplicanthadunsatisfactoryverbaland/orwrittencommunicationskillsrelativetopositionneeds

DNMMinReq-Education

Doesnotmeetminimumrequirements–Education:Theapplicantdoesnothavetheminimumbasiceducationalrequirement.(e.g.Bachelor’sdegreeinAccountingwasrequiredandtheapplicantindicateshighestlevelofeducationishighschooldiploma)

DNMMinReq-Experience

Doesnotmeetminimumrequirements–Experience:Theapplicantdoesnothavetheminimumbasicexperiencerequirement.(e.g.10+yearsofmanagementexperiencewasrequiredandtheapplicantindicates3yearsofexperience)

DNMMinReq-Relocation

Doesnotmeetminimumrequirements–Relocation:Theapplicantindicatedtheinabilitytorelocatetothelocationofthejob.

DNMMinReq-Skills

Doesnotmeetminimumrequirements–Skills:Theapplicantdoesnothavetheminimumbasicskillsrequirement.(e.g.ProficiencywithMicrosoftWordandExcelwasrequiredandtheapplicantdoesnotlisttheseanywhereintheirskills)

DNMMinReq-Travel-Shift-Hrs

Doesnotmeetminimumrequirements–Travel-Shift-Hours:Theapplicantindicatedaninabilitytoworktherequiredhours/schedule,ormeettravelrequirements.

IftheapplicantmovestoRejectstatusaftermeetingtheMinimumRequirements,selectoneofthefollowingreasons:(Ifmorethanonereasonexists,choosetheonethatisthestrongestormostrelevanttotheposition). REJECTCategory2 MetMinNotPref-Comm.

Skills:

MetMinimumbutNotPreferredRequirements–CommunicationSkills:Theapplicantdoesnothavethebestverbaland/orwrittencommunicationskillscomparedtoothercandidatesinthepool.

MetMinNotPref-Education

MetMinimumbutNotPreferredRequirements–Education:Theapplicantdoesnothavethebestormostrelevanteducationcomparedtoothercandidates.

MetMinNotPref-Experience

MetMinimumbutNotPreferredRequirements–Experience:Theapplicantdoesnothavethebestormostrelevantexperiencecomparedtoothercandidates.

MetMinNotPref-JobKnowledge

MetMinimumbutNotPreferredRequirements–JobKnowledge:Theapplicantdoesnothavethebestormostrelevantjobknowledgeforthepositioncomparedtoothercandidatesinthepool.

MetMinNotPref-Skills

MetMinimumbutNotPreferredRequirements–Skills:Theapplicantdoesnothavethebestormostrelevantspecificskillsforthepositioncomparedtoothercandidatesinthepool.

NotMostQual-FailPreEmpTst

NotMostQualified–Theapplicantdidnotmeetpre-employmentstandardsand/orcouldnotprovidecorrectdocumentsforI-9.

NotMostQual–PoorWorkHist

NotMostQualified–PoorWorkHistory:Theapplicant’sworkhistoryhasunexplainedgapsand/orcandidatehasheldseveralpositionsforalimitedperiodoftime.

NotMostQual-UnsatRefChk

NotMostQualified–UnsatisfactoryReferenceCheck:Unsatisfactoryorincompletereferenceswerefound.

NotMostQual-UnsatIntvw

NotMostQualified–UnsatisfactoryInterview:Theapplicantperformedpoorlyduringtheinterview(e.g.Didnotdirectlyanswerthequestionsasked;providedanswersthatindicatedalackofrequiredknowledgefortheposition).

NotEligibletoWorkinUS

TheapplicantcouldnotprovidesufficientdocumentstoverifyeligibilitytoworkintheUS.

NoFWSAwardletter

TheapplicantfailedtoprovidetherequiredFederalWorkStudy(FWS)awardlettertoverifytheFWSaward.

OfferRescinded Theofferofemploymentisrescindedfromthe

applicant(e.g.applicantdidnotpassthepre-employmentscreeningprocess,falsificationofapplicationinformationetc.)

PositionFilledBeforeCandidateConsidered

Theapplicantappliedafterofferwasmadetothetopfinalist(s).

SelectedInternalCandidate

Aninternalcandidatewasselectedfortheposition.

DuplicateCandidatefortheSameJobOpening

Theapplicantsubmittedmorethanoneapplicationintothesystemforthesamerecruitment.

HiringFreeze/PositionCancelled

Thepositionisfrozenduetoahiringfreezeorcancelledandtheapplicantisnotreviewed.

WITHDRAWNReasons

Iftheapplicanthaswithdrawnatanytimeduringtherecruitmentprocess,selecttheWithdrawnstatus.

Applicantsthatfailto:respondtomessages,callinforphoneinterviews,showupforinpersoninterviews,providerequireddocumentsordeclineanofferofemploymentshouldhaveastatusofWithdrawn(notReject).SelectoneofthefollowingreasonstoindicatewhytheapplicanthasastatusofWithdrawn.

Disposit ion Code

Code Reason Intended Use

WITHDRAWN FailedtoRespondtoMessages

Applicantfailedtorespondtoseveralmessagesleftinanattempttoscheduleaninterview.

FailedtoShowforInterview

Applicantwasscheduledforaninterviewanddidnotattend.

AcceptedAnotherpositionatUSF

ApplicantacceptedanotherjobwithinUSF.

OfferDeclined

Youmadeeitheraconditionalorfinaloffertothecandidateandthecandidatedidnotaccepttheoffer.

FailuretoReporttoWork

Applicantwashiredandexpectedtoreporttowork,yetdidnotshowuponthefirstday.

Failedtocompletereqddocuments

Theapplicantfailedtocompletetherequireddocumentationnecessarytobeconsideredforthisposition.(e.g.NDAagreementsetc.)

ApplicantWithdrew Applicantremovedthemselvesfromconsiderationfortheposition.

HOW TO DISPOSITION APPLICANTS IN CAREERS@USF

The Manage Applicant Screen StartingontheManageJobOpeningTab,reviewanapplicant’sapplicationbyclickingonthe‘Application’Icon.

Reviewed Status

Determine if Minimum Qualifications were met WhileanapplicantisinAppliedstatus,theHiringDepartmentRepresentativewillhavetoscreenforthebasicminimumqualificationsandRejectanyapplicantsthatdonotmeetthose.TomoveanapplicanttoREJECT,usetheREJECTicon.

Reject Status

REJECT Status DNM Minimum Requirements Disposition Codes Iftheapplicantdoesnotmeetminimumrequirements,selectoneofthefollowingreasons:

• Doesnotmeetminimumrequirements-Communication

• Doesnotmeetmin.requirements-Education• Doesnotmeetmin.requirements-Experience• Doesnotmeetmin.requirements-Relocation• Doesnotmeetminimumrequirements-Skills• Doesnotmeetmin.requirements-TravelorShift

Hours

Applied Status

Mark REVIEWED ApplicantswhomeettheminimumrequirementsshouldbemarkedasReviewedbyclickingtheMarkReviewedicon.

Reject Status

If the applicant does meet minimum requirements but is still moving to a REJECT status, selectoneofthefollowingreasons:

• DuplicateCandidatefortheSameJobOpening• PositionFilledBeforecandidatewasconsiderd• HiringFreeze-PositionCancelled• MetMinimumbutNotPreferredRequirements-

CommunicationSkills• MetMinimumbutNotPreferredRequirements-

Education• MetMinimumbutNotPreferredRequirements-

Experience• MetMinimumbutNotPreferredRequirements-

JobKnowledge• MetMinimumbutNotPreferredRequirements-

Skills• NoFWSAwardLetter• NotEligibletoWorkintheU.S.• NotMostQualified-FailedPreEmploymentTest• NotMostQualified-PoorWorkHistory• NotMostQualified-UnsatisfactoryReference

Check• NotMostQualified-UnsatisfactoryInterview• OfferRescinded• SelectedInternalCandidate

Withdraw Status

Moving to WITHDRAWN Status Iftheapplicanthaswithdrawnatanytimeduringtherecruitmentprocess,selecttheWithdrawnstatus.TomoveanapplicanttoWithdrawn,gototheOtherActionsdropdownmenu,thenRecruitingActions–EditDisposition

Withdraw Status

WITHDRAWN Status & Disposition Codes TheEditDispositionScreenwillpopup.ChooseWithdrawnastheNewDisposition.Thenselectoneofthefollowingreasons:

• AcceptedOtherPositionatUSF• ApplicantWithdrew• FailedtoCompleteRequiredDocuments• FailedtoReporttoWork• FailedtoRespondtoMessages• FailedtoShowforInterview• OfferDeclined

InterviewStatus

INTERVIEW Status Onceanapplicanthasbeenidentifiedforaninterview,updatetheirstatustoInterviewbyclickingtheInterviewicon.Thereisnoreasoncodethatneedstobeapplied.

Set Interview

Set the Interview Youwillneedtosetupaninterviewbyenteringthedate,starttime,endtimeandtimezoneoftheinterview.Youwillalsoneedtoentertheinterviewer’sname.Thenclick“submit.”FromInterview,anapplicantcanmovetoReject,WithdrawnorontothePrepareJobOfferstage.

All Other Disposition Codes will be Assigned by the System as Follows:

OncethedepartmenthaspreparedajobofferinCareers@USFandtheofferhasbeenapprovedbyDHRortheRegionalHRoffice,thedepartmentwillposttheoffer(extend)totheapplicantandthesystemwillupdatetheapplicantsstatustoOffer.Thereisnoreasoncodethatneedstobeapplied.Thefinaldispositionsfortheapplicantsmustbecompletedbeforethejobofferwillbeapproved.

FromOffer,anapplicantcanmovetoReject,WithdrawnorontotheHirestage.

Onceanapplicanthasacceptedtheoffer,thesystemwillupdatetheirstatustoOfferAccepted.Thereisnoreasoncodethatneedstobeapplied.

OncetheHiringDepartmentnotifiesDHR,USFHealthorRegionalHRthattheapplicanthasacceptedtheoffer,theywillmovetheapplicanttothePrepareforHirestep,whichwillmovethemintotheReadytoHirestatus.Thereisnoreasoncodethatneedstobeapplied.

DHRortheRegionalHROfficewillcompletetheManageHiresprocessinCareers@USF.Oncecomplete,theselectedapplicant’sstatuswillchangetoHired.Thereisnoreasoncodethatneedstobeapplied.

For Additional Help

ContactyourHRServiceCenterManager