PeopleAdmin receives and processes all applications for open positions. This page will address the pre-screening/reviewing process for assessing candidate applications.
Screening candidates helps ensure that the best qualified applicants get to the interview stage. Reviewing of applications can take place at any time after the position is posted in PeopleAdmin and has met the first consideration date or closing date.
The Applicant Reviewer has access to the applicant pool and can move applicants who have applied through hiring process. Managing the applicants within the PeopleAdmin system is an important part of the hiring process.
Detailed instructions on how to manage your applicant pools and move them through the hiring process in PeopleAdmin can be found below in the job aid.
Each department is empowered to review and determine which applicants are considered qualified for the position and which candidates are selected for an interview. However, to maintain a fair and legal review process it is important that the evaluation process is establishes prior to reviewing resumes in your applicant pool.
The skills, knowledge, and behaviors identified when writing the job description or the job advertisement are the criteria that should be used when selecting candidates to interview. Below are some general guidelines on how to effectively evaluate candidates:
Ensure that you use the same set of criteria for evaluating ALL applicants. This consistency is essential for maintaining fairness and ensuring that each candidate is assessed against the same standards.
Create an evaluation tool early in the recruitment process. This tool should include the skills, knowledge, and behaviors outlined in the job description or job posting. This tool will serve as a structured framework to objectively assess candidates. You can create your own evaluation tool or use one of the examples provided below. Remember, the tool you create or use needs to be the same tool you use throughout the screening process.
Candidates considered for interviews must meet the minimum requirements specified in the job posting. This ensures that you’re only evaluating candidates who possess the fundamental qualifications necessary for the role.
Use the preferred qualifications as a way to identify candidates who possess qualities that could contribute to their success in the position. While not mandatory, these qualifications can provide valuable insights into a candidate’s potential fit for the position.
Pay attention to any gaps in employment history or a pattern of frequent job changes in a candidate’s resume. These aspects can offer insight into their stability and commitment to previous roles.
During the planning and posting stage, hiring managers should determine how supplemental questions will be used to screen out candidates. Consider the use of supplemental questions in your job posting. Supplemental questions may be used to screen or gather additional information about applicants in order to make a better decision about whom to interview. Supplemental questions must be job related.
To view additional information on how to set up Supplemental Questions during the Job Posting step, please refer to page 7 - 8 of the Submit a Job Posting job aid below.
To comply with federal and state guidelines, UTA grants veteran’s preference to all veteran applicants who claim to be eligible for preference and who meet the minimum qualifications for a position. Qualified veterans should immediately be considered for an interview.
Identifying Veterans in the Applicant Pool
Veteran applicants can be identified in PeopleAdmin by the Veterans Status column when reviewing applicants. Qualifying veterans will be marked as follows:
I identify as one or more of the classifications of protected veteran
Make sure to review these applications and move the candidate to the interview stage. For more information on criteria to claim veteran’s preference, visit the Employment Preference website.
Phone screens can be a time-saving step in the recruitment process. While phone conversations cannot replace in-person interviews, they can be used to narrow your candidate pool or learn more about an out-of-area candidate, but are most commonly used to determine if the applicant is still interested based on the "conditions of employment", the proposed salary range, work shift, etc.
Notes from a phone screen become part of the recruitment record and should be kept for three years.
