Activity disposition codes
Table of Contents
Last updated: September 28, 2023
About dispositioning
Accurate dispositioning, the action of indicating where in the process an individual is considered, rejected, and by whom is a requirement of the Office of Federal Contract Compliance Programs (OFCCP). The OFCCP looks for disparate impact on protected classes in the recruitment and selection process, applicant and employee data and compensation. As a federal contractor, the University must comply with OFCCP regulations by accurately documenting and recording the search process.
Dispositioning should be an ongoing activity during the recruitment process, not simply done at the end. Recording activities in UWHIRES as you go during the review, evaluation, and hire of applicants results in:
- Greater accuracy in dispositioning of applicants
- Less likelihood to have applicants without disposition codes
- The documentation being able to tell the story (e.g., how the applicant was hired, why an applicant was not hired, etc.).
Final disposition codes
Every applicant on a filled UWHIRES requisition must have a final disposition code. A final disposition code is the indicator of the final status for each applicant to a particular requisition. This code captures both the stage and reason for the final status, and is used for reporting to the OFCCP.
Examples:
Reviewed by HR – Considered Not Selected – Not in Top Group
Interview Virtual – Considered Not Selected – Unfavorable Interview
Applicant flow codes
To document other activities that occur in an applicant’s flow through the recruitment and hiring process, applicant flow codes are required to indicate when an applicant has moved forward in the hiring process.
Examples:
Interview Stage: If an applicant was interviewed, this must be indicated by using at least one of three interview codes (e.g., Phone Screen, Virtual, or In-Person).
Reference Check Stage: If an applicant’s references were checked, this should be documented.
Reference sheets to download
Review of resumes
After HR screens resumes, qualified and eligible candidates are forwarded to the hiring manager for review. During the review, hiring managers look for candidates that are the best fit for the open position. Screening may involve indicating that a candidate was “Reviewed” and was placed in a group to be evaluated in batches, such as high/medium/low. Candidates not selected for consideration must be given a final disposition code.
| Codes to Use for Screening | |||
|---|---|---|---|
| Activity | Stage Seen by HM | Stage Seen by Candidate | Description |
| Reviewed by HM – A | Reviewed by HM | “Resume sent to HM” | These three optional codes are available to hiring managers to review and sort applicants in a manner than fits their business process, e.g., high/medium/low, yes/no/maybe. |
| Reviewed by HM – B | Reviewed by HM | “Resume sent to HM” | |
| Reviewed by HM – C | Reviewed by HM | “Resume sent to HM” | |
| Final Disposition Code Use when candidates fall out of consideration during the review of resumes |
|||
| Activity | Stage Seen by HM | Stage Seen by Candidate | Description |
| Incomplete Application (HR ONLY) | Not Selected | Not Selected | Indicates that an applicant did not move on in the hiring process due to submitting an incomplete application (e.g., missing cover letter, missing or incomplete assessment, search firm consideration, did not complete required vendor testing, etc.). |
| Reviewed by HM – Considered Not Selected – Not Qualified |
Not Selected | Not Selected | Indicates a candidate who was reviewed by the HM, and based on specialized dept. knowledge (that HR might not have) was determined to not meet required posted qualifications for the position. |
| Reviewed by HM – Considered Not Selected – Not Top Group |
Not Selected | Not Selected | Indicates that a candidate’s resume was reviewed by the hiring manager, but that the qualifications expressed did not place the applicant in the top group of candidates. Generally those reviewed by HM (or other hiring official(s) in the dept.) who did not move to the next stage but did not fall out due to “No Show/No Response”. |
| Reviewed by HM – Considered Not Selected – No Show/No Response |
Candidate Withdrew | Candidate Withdrew | Indicates when a candidate failed to respond to a HM’s attempt to contact them. For example, this may occur when a hiring manager attempts to schedule a phone screen or interview, but does not receive a response. |
| Reviewed by HM – Considered Not Selected – Not Reviewed |
Not Selected | Not Selected | Indicates a candidate was sent to the HM but not reviewed/selected. Circumstances where this code might be used include when a batch of resumes are sent over, but a hire was made from a previous batch. |
Interview
After screening resumes, candidates are interviewed for the position. This may be one or more interviews. All requisitions where a hire is made must have at least one candidate (the one hired) in at least one of the codes listed below.
| Applicant Flow Codes | |||
|---|---|---|---|
| Activity | Stage Seen by HM | Stage Seen by Candidate | Description |
| Interview – Virtual/Phone | Changes stage to “Interview” | “Resume Sent to HM” | Indicates when a candidate has been interviewed or is scheduled to be interviewed using technology like Skype, web conferencing, phone, etc. |
| Interview – In Person | Changes stage to “Interview” | “Resume Sent to HM” | Indicates when a candidate has been interviewed in person or is scheduled to be interviewed in person. Could indicate the first, or any subsequent, interview being conducted, as long as these occur in-person. |
| Final Disposition Codes | |||
| Activity | Stage Seen by HM | Stage Seen by Candidate | Description |
| Phone Screen – Considered Not Selected – Unfavorable Interview | Not Selected | Not Selected | Indicates a candidate completed a phone screen but did not meet expectations e.g. unprepared, responses didn’t indicate understanding of the requirements of the position. |
| Phone Screen – Considered Not Selected – Not Top Group | Not Selected | Not Selected | Indicates a candidate completed a phone screen but was not placed in the top group for further consideration. |
| Phone Screen – Considered Not Selected – No Show/No Response | Candidate Withdrew | Candidate Withdrew | Indicates a candidate failed to be available for a scheduled Phone Screen. |
| Interview Virtual – Considered Not Selected – Not Top Group | Not Selected | Not Selected | Indicates a candidate completed a virtual interview but was not placed in the top group for further consideration. These are not the most competitive candidates. |
| Interview Virtual – Considered Not Selected – No Show/No Response | Candidate Withdrew | Candidate Withdrew | Indicates a candidate failed to be available or missed for a scheduled virtual interview. |
| Interview Virtual – Considered Not Selected – Unfavorable Interview | Not Selected | Not Selected | Indicates a candidate completed a virtual interview but did not meet expectations, e.g. unprepared, arrived late, responses didn’t indicate understanding of requirements of the position. |
| Interview In Person – Considered Not Selected – Unfavorable Interview | Not Selected | Not Selected | Indicates a candidate completed an in person interview but did not meet expectations, e.g. unprepared, arrived late, responses didn’t indicate understanding of requirements of the position. |
| Interview In Person – Considered Not Selected – Not Top Group | Not Selected | Not Selected | Indicates a candidate completed an in person interview but was not placed in the top group for further consideration. |
| Interview In Person – Considered Not Selected – No Show/No Response | Candidate Withdrew | Candidate Withdrew | Indicates a candidate failed to appear for a scheduled in person interview. |
Reference check and offer stages
Once the final candidate(s) is selected references should be checked and the activity recorded. This may occur prior to, during, or after the offer approval stage.
| Applicant Flow Codes | |||
|---|---|---|---|
| Activity | Stage Seen by HM | Stage Seen by Candidate | Description |
| Reference Check | “References” | “Resume Sent to HM” | Indicates when a reference check has been scheduled or conducted. |
| Request Approval for Offer | “Offer” | “Resume Sent to HM” | Is the trigger for the HM to request approval from others in their dept. and the employment representative as to who they want to hire and at what salary. |
| Final Disposition Codes | |||
| Activity | Stage Seen by HM | Stage Seen by Candidate | Description |
| Reference Check – Considered Not Selected – Not Top Group | Not Selected | Not Selected | Indicates a HM completed a reference check but the applicant is not being offered the position because another applicant had better references. |
| Offer Declined – Found job elsewhere | Candidate Withdrew | Candidate Withdrew | Indicates a job offer has been extended, but the candidate declines as they found a job elsewhere. |
| Offer Declined – Lack of Flexwork/Telework | Candidate Withdrew | Candidate Withdrew | Indicates a job offer has been extended, but the candidate declines related to a flexwork or telework request. |
| Offer Declined – Salary | Candidate Withdrew | Candidate Withdrew | Indicates a job offer has been extended, but the candidate declines for reasons related to salary. |
| Offer Declined – Shift/Hours | Candidate Withdrew | Candidate Withdrew | Indicates a job offer has been extended, but the candidate declines because they were not willing to work required hours/shift/days. |
| Offer Rescinded | Not Selected | Not Selected | Is used when a job offer has been rescinded. In these circumstances, the hiring department and/or HR obtains information that requires rescinding offer, such as results of a criminal history check or no show to a drug screen. This is often accompanied by the entry of a note. |
Department Hire (pre-Hire) stage
Once the offer has been accepted and a start date established, the Department Hire (pre-Hire) activity is entered.
| Activity | Stage Seen by HM | Stage Seen by Candidate | Description |
|---|---|---|---|
| Department Hire (pre-hire) | “Resume sent to HM” | Candidate accepts offer |
Hire stage
Once the candidate has completed the pre-hire activities (Candidate Hire Portal, Criminal History Background Check where applicable), HR enters the Hired/Accepted activity.
| Activity | Stage Seen by HM | Stage Seen by Candidate | Description |
|---|---|---|---|
| Hired / Accepted | Hired/Accepted | Hired/Accepted | Candidate accepts offer and is hired into position. |
| Hired – No Show | Not Selected | Not Selected | Indicates that a hire failed to show up for work. |
Other codes
The following codes are also available for use during recruitment. They are optional (except Candidate Withdrew) and may assist a department in managing the applicant flow.
| Final Disposition Code | |||
|---|---|---|---|
| Activity | Stage Seen by HM | Stage Seen by Candidate | Description |
| Candidate Withdrew – Found job elsewhere | Candidate Withdrew | Candidate Withdrew | Applicant withdraws prior to offer because they found a job elsewhere. |
| Candidate Withdrew – Lack of Flexwork/Telwork | Candidate Withdrew | Candidate Withdrew | Applicant withdraws prior to offer related to a flexwork or telework request. |
| Candidate Withdrew – Salary | Candidate Withdrew | Candidate Withdrew | Applicant withdraws prior to offer for reasons related to salary. |
| Candidate Withdrew – Shift/Hours | Candidate Withdrew | Candidate Withdrew | Applicant withdraws prior to offer because they were not willing to work required hours/shift/days. |
| Optional Codes Available to Hiring Managers | |||
| Call Candidate | Indicates when an applicant was called for reasons other than a phone screen, e.g., schedule an interview, ask for clarification regarding experience, etc. | ||