Online Applicant Tracking through Interview Exchange
- What does "online recruiting/ applicant tracking" mean?
- How much has the process changed for hiring a professional employee?
- Why did the campus move to online applicant tracking?
- What if the search committee wants to print the resumes or samples?
- What if a candidate sends a paper application through the mail?
- How will a campus employee know if they are an internal candidate?
- How will external candidates know the status of their application?
- How is a search committee set up to use the system and view their posting online?
- What if an applicant has trouble using the system?
- Once the committee has sorted candidate materials submitted and "moved" them to certain folders, can they retrieve complete lists of candidates?
- What about retaining files after the search has closed?
- Instead of copying resumes of candidates we wish to interview/hire to the Office of Diversity, Equity & Inclusion, can we place them into an online folder and let ODEI know they are ready to be reviewed?
- Where can I see examples and learn more?
Simply put, it moves job applications from a paper/postage process to a web-based process. Instead of receiving resumes and cover letters primarily through the mail, a search committee will log into their Interview Exchange account and see candidate information: name, address, contact info, cover letter, resume, references, samples, etc. Candidates will answer a few questions determined by the search committee, and will attach their materials. The web-based service is through a vendor called "Interview Exchange" which provides the software program.
The basic process remains the same. Budget, VP and the Office of Diversity, Equity & Inclusion approvals must still happen before a job is advertised, and the 10-day internal posting process remains in effect. The primary difference is that candidates apply through an online link instead of putting their materials in the mail, and search committees access candidate information primarily through Interview Exchange.
Increasingly, applicants were asking for it, as well as a number of search committee members who regularly recruit. There are many advantages that helped drive the effort, including: reduced administrative burden for required reporting; the screening/sorting assistance for search committees; the ability for committees and the university to understand what advertising sources yield the most applicants; search committee members being able to review resumes online from any location that's web-accessible, and communicate from any distance; and an automatic email confirmation that candidate materials have been received. Human Resources researched available vendors for the online service and found the one-page application of Interview Exchange was the most user-friendly at this time.
Committees can choose to print and keep paper copies of information the candidates supply. They may also ask individual candidates to send additional samples or other information at their discretion.
You have a few options: communicate with them and ask that they apply online; or review their qualifications against your minimum requirements and type in their basic contact information to include them in your search. If it's a campus employee, share their name with Human Resources so internal candidate promotion status can be determined.
Per the UUP Internal Promotion agreement, Human Resources will continue to verify Tier 1 Internal, Tier 2 Internal, or External candidate status for each applicant. At the end of the 10-day posting period, each campus employee applying to the posting will be notified of their Tier ranking by HR. The search committee will also be notified and should remember that they must review the materials of eligible internal candidates prior to reviewing external candidate resumes. The search committee is also responsible for responding to internal candidates re: their status in the search before external candidate consideration.
Interview Exchange will send an email to each applicant who completes the application process at the time it's submitted. This should address many complaints we have received in the past from external candidates who indicate they are never informed of their status in a given search. After this initial acknowledgement, the search committee is responsible for sending a message to those who are not selected for consideration.
Human Resources sends each search committee member a user name and initial password
as soon as the posting is ready to be advertised. The Diversity, Equity & Inclusion
officer will also have viewing access to posted positions.
The application process uses basic computer navigation skills. The applicant clicks on a link in the advertisement, which brings them right to the job description and application. They will see a few questions to answer "yes" or "no," then be asked to attach their resume and other documents. Then, they click the "Submit" button. There is a Help Desk feature which allows users to ask for Interview Exchange technical assistance directly if they should have problems.
Once the committee has sorted candidate materials submitted and "moved" them to certain folders, can they retrieve complete lists of candidates?
Yes, selecting "All Folders/All Candidates" will retrieve a comprehensive list of every candidate who applied for the position, regardless of how their applications were sorted by the committee.
The system will keep a history of the job search, with electronic copies of all candidate materials, even after the recruitment has closed. You should also keep a summary of the search on file, including the job advertisement, position description, a list of all applicants and who was finally selected to meet the requirements.
Instead of copying resumes of candidates we wish to interview/hire to the Office of Diversity, Equity & Inclusion, can we place them into an online folder and let ODEI know they are ready to be reviewed?
Yes, and you will probably discover other ways to use the online folders to organize your searches. You should also move the selected candidate to the folder "Affirmative Action Part 3" so it can be viewed by HR and ODEI.
Check our most recent vacancies on our Employment Opportunities/Professional page.
The web site for Interview Exchange gives you features and instructions. Check their information at www.interviewexchange.com