Applicant Tracking
June 12, 2014
Presented by: Patrick Savoy and Janine Walsdorf
Session Overview
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Applicant Definition
Benefits of Definition
Setting Process/Developing Protocols
Soliciting EEO Information
Applicant Flow Logs
Using Temporary or Recruiting Agencies
Record Retention
Who Is An Applicant?
Applicant Definition - 4 Criteria:
 The individual submits an expression of interest in employment
through the Internet or related electronic data technologies;
 Individual is considered for a particular position;
 Individual meets the basic qualifications for the position; and,
 Individual at no point, prior to receiving an offer of employment,
withdrew themselves or otherwise indicates that they are no longer
interested in the position.
Benefits Of Definition
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Only individuals who meet the criteria of the Internet Applicant Definition
need to be analyzed for selection disparities:
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Smaller numbers, fewer explanations
Allows for a meaningful Applicant Pool
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Not required to retain records regarding individuals who were never
considered for a particular position.
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Allows contractors to use Data Management Techniques to limit the number
of people being considered for a position:
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Techniques must be applied before giving individuals consideration
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Techniques are facially neutral and does not produce disparate impact based on race,
gender, or ethnicity in the expressions of interest considered
Example Techniques: Random sampling or absolute numerical limits
A contractor may establish a search protocol under which it initially searches the database
for resumes indicating an interest in the position (e.g., type of position, location, or salary
sought by the job seeker).
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Setting Process/Developing Protocols
 Unsolicited Resumes
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Contractors are allowed to establish a protocol to refrain from considering expressions of
interest, such as unsolicited resumes, that are not submitted with respect to a particular
open position
 A contractor may establish a protocol under which it refrains from
considering expressions of interest that are not submitted in
accordance with standard procedures the contractor establishes.
 Examples:
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Inform Job Seekers that if application form is not filled out completely that they will not be
considered for the position
Inform applicants that they must list what position they’re applying for on application in order to be
considered for the position
 All protocols should be applied in a uniform and consistent
fashion.
Setting Process/Developing Protocols (cont.)
 Paper Applications received at your facility
 Recommendations:
 Make sure all individuals receive a Voluntary Self-ID Form
 Have a notice with all current open positions and their job descriptions/qualifications
 Encourage applicants NOT to choose “ANY” position
 Be sure to include a process for REASONABLE
ACCOMODATIONS on your website or other media
 Electronic (Fax, Email, Website, Resume Databases)
 Recommendations:
 List current openings on company website with job descriptions/qualifications
 Instruct individuals to email their resumes and list what job they’re applying for
 Automated reply with a Voluntary Self ID Form
Soliciting EEO Information
 Required to request this data
 Voluntary to respond
 Pre-Offer Stage –
Race/Gender/ Veterans/Disabled
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Must use government mandated form for soliciting Disability Status
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Vet/Disabled only required for Contractors with plan dates after 3/24/2014
 Post-Offer Stage –
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Race and Gender (again)
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Veterans/Disabled and Reasonable Accommodations
 Attempt to solicit this information as early as possible to ensure that
you don’t miss the opportunity
 Examples can be found on the client side of the OutSolve website
Applicant Flow Data (Recommended)
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Application Date
Applicant Name
Race
Gender
Veteran (post 3/24)
Disabled (post 3/24)
Job Title Applying For
Requisition Number
Job Group/EEO Category
Source (i.e. Newspaper, State Agency, Job Fair, CareerBuilder, etc.)
 Status and/or Disposition
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Interview Date
Offer Date
Hire Date
Examples Of Dispositions:
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Did not meet minimum qualifications
No show for Interview
Withdrew Application
Application Never Reviewed/Considered
Did not meet preferred qualifications
Other candidate selected
Did not pass background check
Declined Offer
Temporary/Recruiting Agencies
 The contractor will be held accountable if the specified records are
not maintained.
 If an employer contracts with an employment agency to screen job
seekers on its behalf, it would be prudent to address expressly in
its contract with the employment agency the records the agency
will be expected to maintain regarding searches made on the
employer's behalf.
 Send a template of your Applicant Flow Log to agency.
 Send your Voluntary Self-ID Form to agency.
Record Retention
 Contractors with at least 150 employees and a contract of
$150,000 are required to maintain records for a period of 2 years
 3 year retention applies to records made regarding applicants, hires,
outreach/recruitment activities and benchmark/goal data
 Required to retain all the expressions of interest considered
 External databases – contractor must maintain a record of:
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Position for which each search was made
Substantive search criteria used in each search
Date of search
Resumes of any job seekers who met the basic qualifications for the particular
position who are considered by the contractor (even if they do not qualify as
Internet Applicants)
Preserving Records In Electronic Format
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OFCCP allows the transfer of original paper records to an electronic
recordkeeping system if:
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The medium used accurately reproduces the original records;
The electronic records constitute a duplicate or substitute copy of the original;
The electronic records can be converted back into legible and readable paper
copies
Original paper record may be disposed of after it has been
transferred properly
Electronic Records
 Have Record Management Practices in place
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Labeling electronically maintained records
Provide secure storage of electronic data
Create back-up electronic file copies
Observing quality assurance for electronic recordkeeping through
regular evaluations of the system
 Retain paper copies of records that cannot be accurately or completely
transferred to the electronic recordkeeping system
Questions?
 OutSolve would be happy to schedule time to address any
additional questions or specific concerns you may have.
(888) 414-2410 or info@outsolve-hr.com