Purpose of Process:

Applicants are a valuable resource for the company. The applicant tracking process should manage that resource and ensure a quick retrieval of the applicant's resume when needed, and an accurate match against current job openings. Also, Affirmative Action regulations^* require an applicant tracking system.

Recommended Steps in the Process:

1. Route all resumes to a central location in the company for review, logging and distribution.
   
   
2. Review the resumes and applications and determine which ones are potential fits for current job openings.
   
   
3. If the resume does not match a current open position, but may in the future:
   • File the resume by skill category.
   • Send a thank you card to the candidate, acknowledging receipt of the resume (see sample).^*
     
     
4. If the resume does not match a current open position, and will not in the future:
   • Place the resume in a "no interest" file for six months.
   • Send a thank you card to the candidate, acknowledging receipt of the resume (see sample).^*
     
     
5. If the resume matches a current job opening, record the job opening number and the name of the hiring manager on the resume, enter it in the resume log, and send the resume to the hiring manager for review. The resume log should contain:
   • Name of candidate,
   • Recruitment source,
   • Position applied for,
   • Name of the hiring manager to whom the resume is being sent,
   • Date sent to manager,
   • Date the resume is returned from department, and
   • Action taken.
     
     
6. Upon receiving the resume back from the hiring manager, take appropriate action, as requested by the hiring manager:
   • File the resume by skill category and
   • Send a thank you card to the candidate, acknowledging receipt of the resume, or
   • Invite the candidate to the company for an interview (see the Interviewing Applicants process).^*
   • Note the action taken in the resume log
     
     
7. After interviewing a candidate, complete an applicant tracking form,^* as required by the Affirmative Action Plan.^*
   
   
8. Create an "applicant file folder," on the candidate. Include the following:
   • Resume,
   • Application form,^*
   • Interview notes (from the Interview Evaluation form),^*
   • Applicant tracking form.^*
     
     
9. Decide on extending an offer (see Offer Process).^*
   
   
10. If an offer is not extended:
    • Send a "thank you" letter to the candidate (see sample).^* For better public relations, the hiring manager should personally telephone all interviewed applicants thanking them for their time and informing them that another candidate was selected.
    • Note the action taken in the resume log.
    • File the resume by skill category.
      
      
11. Once a position has been filled, send the applicant tracking forms on all the candidates interviewed for this position to the individual responsible for the Affirmative Action Plan.^*
    
    
12. If the candidate is hired, transfer the material in the applicant file folder to the employee's personnel file (see Maintaining Personnel Files^* process).

Process Tips

When working with a high volume of resumes, use a computer based applicant tracking system. There are a wide range of systems available. Contact Auxillium West for information on purchasing a computer based applicant tracking system.

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