Applicant Screening

Bidder Review

SCREENING AND INTERVIEWING BIDDERS

As outlined in Collective Bargaining Agreements some positions have an internal bidding period where members of those bargaining units are given priority consideration over other applicants. If a position has been identified as one that fits this criteria a UHR representative will communicate this to you during the posting process.

  • A University Human Resources (UHR) representative will review the qualifications of the bidders against the posted requirements and forward the qualified bidders to you.
  • If there are no qualified bidders, the UHR representative will communicate this to you and you can proceed with the recruitment, screening, and interviewing of other qualified candidates.

Dispositioning Applicants

How to Disposition Applicants in ROCS

  1. Log in as one of the following user groups: “Authorizer 02-Faculty” or “Applicant Reviewer”.
  2. Toggle over Postings tab and select either "Staff", “Faculty” or "Temporary/Casual/Seasonal". Select the posting and click into “Applicants” tab.
  3. Individuals identified for interviews should be selected and advanced to the workflow state "UHR Qualification Review" for Staff and Temporary applicants and “EEO Review for Interview” for Faculty applicants prior to interviewing.
  4. Once UHR and/or EEO approves candidate for interview; a generated email will be sent to all Applicant Reviewers associated with the posting.
  5. Any applicants not selected for interview should be dispositioned into an Inactive state and select the appropriate reason (i.e. Not Interviewed, Not Selected).
  6. Once a Finalist(s) is selected in ROCS, an email is generated to the UHR representative for Staff and Temporary positions, or to the Background Check Team for Faculty positions.

Tips & Tricks

  • Workflow states that conclude with “Email Now” will generate an automated rejection e-mail to the candidate moved to that state.
  • Workflow states that conclude with “Email when Filled” will generate an automated rejection e-mail to the candidates in that state when the posting is moved to the ‘Filled’ state.
  • Options in the bold font will advance the applicant in the workflow. Non-bold options remove the candidate from the applicant pool.
  • There are two user groups that can review applicants in ROCS:
    • Applicant Reviewer: This group can review all applicants that applied to the posting and move them in the above workflow.
    • Search Committee: This group can review all applicants that applied to the posting; they cannot, however, move applicants in the workflow.

Equal Employee Opportunity Review

The Office of Employment Equity oversees the review of all staff and faculty candidates being considered for interview*.

Equal employment opportunity requires that all individuals be treated equally with regard to all employment actions. It prohibits discrimination on the basis of race, religion, color, national origin, ancestry, age, sex, sexual orientation, pregnancy, gender identity and expression, disability, genetic information, atypical hereditary cellular or blood trait, marital status, civil union status, domestic partnership status, military service, protected veteran status, and any other legally protected status. It ensures that all applicants and employees, regardless of their protected characteristics, have a fair opportunity in the hiring process and in competing for promotions and have equal access to educational training and professional development opportunities.

*Does not pertain to Temporary positions.

Screening Applicants

Screening applications can often be overwhelming if you have a large or small applicant pool. You will need to pay close attention to key aspects of their application and how they pertain to the position you are advertising. The following steps can assist you with screening your applicant pool and finding a successful candidate.

Separate the Applications

  • Separating the applications can be helpful if you have a larger applicant pool or a large search committee. A good rule of thumb is to review the earliest applications first if you have 30+ applications. If you have a large search committee, you can approach reviewing the applications in a couple different ways. Dividing the applications between the search committee members. The search committee members can individually review their batch of applications, take notes, and discuss the candidates.
  • Reviewing the applications together and identifying first, second, and third place candidates. Your first-place candidates will most closely match your posting details while your third will have some relevant experience. You can identify first, second, and third place candidates for any size applicant pool. This will ensure that you have multiple options if something unexpected happens during the hiring process.

Compare the Posting to the Applications

  1. Review Your Posting Summary: Your posting summary holds key information regarding the main tasks and duties of your advertised role. When looking at candidates’ resumes, try to look for relevant experience that coincides with the main duties of your position.
  2. Minimum Education and Experience: Candidates must meet the minimum qualifications of the posting, including the education and/or experience requirements. If the candidates do not meet the minimum education and experience qualification of the posting, they will be rejected when undergoing UHR Qualification Review*.
  3. Required Knowledge, Skills, and Abilities and Preferred Qualifications: Similar to the minimum education and experience, the posting details will assist you with a finding the perfect hire for your vacancy. When reviewing a candidate’s application, highlight some of their experience that matches the preferred qualifications on your posting. These will be your top candidates.

Move your Candidates Forwar

Once you identify your top candidates, you can move these candidates forward to UHR Qualification Review*. Once the candidates are reviewed and approved by UHR, the candidates will be reviewed and approved by the Office of Employment Equity (OEE). OEE does not review candidates that apply to temporary positions. If you are reviewing candidates for a faculty position, you will move these candidates directly to OEE.

*Does not pertain to Faculty postings

UHR Qualification Review

All applicants for staff and temporary positions that hiring managers/search committee members are interested in interviewing or phone screening need to be sent to "UHR Qualification Review" in ROCS prior to these actions occurring. UHR will review the candidate and compare their education and experience to the requirements set forth in the job posting. If requirements are met applicants will be moved forward and applicant reviewers will be notified via an email from ROCS notifying them they can proceed with scheduling an interview or phone screen. If a candidate does not meet the minimum education and/or requirements then the department will be notified by a UHR representative.