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| IS - 2091 Applicant Tracking | Human Resources. Release Date: 8/7/01 Revision 1: 11/2/04 |
| Procedure | |
Human Resources Administrative Support Specialist
1.1 Verify that application is complete.
Complete applications include:
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Job number
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Job title
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Personal Data, including address and telephone number
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Education Information
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Applicant’s signature and date
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Cover letter (if required)
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Resume (if required)
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Transcripts (if required)
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Licenses or Certifications (if required)
1.2 Call the applicant to request the missing documents and indicate deadline by which such documents must be received in order for application to be considered.
1.3 Place applications in job folder created specifically for that job announcement number.
1.3.1 Attach a completed Tracking Sheet for Incomplete Application to any incomplete applications. This sheet records all contact with the applicant regarding missing documents and/or incomplete applications.
1.3.2 Write the applicant detailing the application procedures if an unsolicited packet without a specific job announcement is received from the applicant..
1.4 Hold all applications in job folder until closing date.
1.5 Enter data on all applications for a posted job opening into Banner after the closing date. Create a Transmittal Memo listing all applicants whose complete packets were received for the announcement.
1.6 Create an applicant database that contains all applicants’ names and addresses for use by the hiring department when sending any correspondence to applicants.
1.7 Send the hiring department supervisor the Referral/Hiring packet along with a copy of the Transmittal Memo and the applicant database report.
1.8 Retain the original Transmittal Memo and all pertinent announcement or advertising paperwork in the job announcement file. Place the job announcement file in the Closed Job file cabinet.
Hiring Department
1.9 Review and undertake appropriate selection process with regard to applications contained in the Referral/Hiring packet. Sign Transmittal Memo. Return Referral/Hiring packet with all original applications (including the application of the selected candidate) and the copy of the Transmittal Memo to Human Resources.
Human Resources Administrative Support Specialist
1.10 Place the returned Referral/Hiring packet into the appropriate closed job announcement file.
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| Forms: | Transmittal Memo |
| Support Materials: | IS-2010, Job Vacancies IS-2032, Official Personnel Files IS-2008, Equal Employment Opportunity |
| Reference Materials: | Employee Handbook
3.03,
Employment Inspection of Public Records Act |