About Applicant Dispositioning:
Applicant dispositioning, the process of tracking the status and decision points of individuals during the recruitment process, is essential for a strong candidate experience, smooth operations, and for employers with federal contractors compliance with the Office of Federal Contract Compliance Programs (OFCCP). The OFCCP scrutinizes recruitment and selection processes for any disparate impact on protected classes, including examining applicant and employee data and compensation. As a federal contractor, an organization must adhere to OFCCP regulations by meticulously documenting the recruitment journey. The University of Washington Human Resources did a great write-up here.
This process is not just a concluding activity; it is integral throughout the recruitment cycle. Promptly updating activities in your Applicant Tracking System (ATS) throughout the stages of reviewing, evaluating, and hiring applicants ensures:
- Enhanced precision in assigning applicant disposition codes.
- Reduced instances of undesignated applicants.
- Comprehensive documentation that narrates the recruitment story, including hiring decisions and reasons for non-selection.
- Accurate Recruitment metrics
- Automated and consistent workflows, including candidate communications and interview scheduling.
Final Disposition Codes: Every candidate in a filled ATS requisition must have a conclusive disposition code reflecting their ultimate status. This applicant’s final disposition code details both the phase and reason for the applicant’s final status. Many companies will only code stages, without capturing reasoning, this hurts understanding of how to improve the recruitment process and is crucial for OFCCP reporting.
Examples include:
- Reviewed by HR – Not Selected – Not in Top Group.
- Interview Virtual – Not Selected – Unfavorable Interview.
- Non Attendance (No Show)
Applicant Flow Codes: These codes track various stages of an applicant’s journey through the hiring process.
For instance:
- During the Interview Stage, use codes like “Phone Screen,” “Virtual,” or “In-Person” to indicate an interview.
- At the Reference Check Stage, document if an applicant’s references were requested, and then another status code for when the reference check was completed.
Resume Review: After HR screens resumes, candidates deemed qualified are forwarded to the hiring manager. The hiring manager evaluates candidates for fit, using codes to categorize them (e.g., high/medium/low). Unselected candidates must be assigned a final disposition code.
Screening Codes:
- Recruiter Screen – The recruiter Spoke to candidate and scheduled a recruiter screening interview
- Reviewed by HM – A/B/C: Sort applicants according to the hiring manager’s process.
- Incomplete Application (HR ONLY): Applicant didn’t complete the application process.
- Reviewed by HM –Interview Recommended– [Next Step]: Indicates the next step in the applicant selection process.
- Reviewed by HM – Considered Not Selected – [Reason]: Indicates reasons for non-selection, like not being in the top group or not meeting qualifications.
Interview Stage: Post-resume screening, candidates undergo interviews. For each interviewed candidate, appropriate flow codes are used.
Reference Check and Offer Stages: Final candidates undergo reference checks, and these activities are recorded. Offer-related decisions are also documented with specific codes.
Department Hire (pre-Hire) Stage: Once an offer is accepted and a start date set, the Department Hire (pre-Hire) activity is recorded.
Hire Stage: After completing pre-hire activities, HR records the Hired/Accepted activity.
Onboarding: This stage and proceeding workflow can be used to track and facilitate onboarding of a new hire employee.
Other Codes: These include optional codes for various stages of the recruitment process and are crucial for managing applicant flow effectively.
This comprehensive approach to dispositioning ensures adherence to OFCCP regulations, providing a clear and auditable trail of the recruitment process.