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Activity Disposition Codes

About Dispositioning

The Office of Federal Contract Compliance Programs (OFCCP) cares about the recruitment and selection process, applicant and employee data, compensation, veterans, and individuals with disabilities. To comply with OFCCP regulations, it is important to keep recordkeeping and data requirements that accurately document the search process, both electronically and manually.

During the review, consideration, and hire of candidates, it is necessary to record as you go in UWHIRES, which will result in:

  • Greater accuracy in dispositioning of candidates
  • Less likelihood to have applicants without disposition codes
  • Better data
  • 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 the stage and reason for the final status, and is used for reporting.

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 in an applicant's flow, other activities must be entered that indicate a given stage. These codes are required to indicate when an applicant has moved forward in the hiring process and are designed to capture the applicant flow.

Interview Stage: If an applicant was interviewed, must indicate at least one of three interview codes
Reference Check Stage: If an applicant's references were checked, this should be documented.
Hired/Accepted Stage: Every hire should be documented.

Stage: 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" as groups. As candidates are not selected for consideration, they must be given a final disposition code.

Activity Stage Seen by HM Stage Seen by Candidate Description
Codes to Use for Screening
Reviewed by HM - A* Reviewed by HM Stays "Resume sent to HM" These three codes are made 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 Stays "Resume sent to HM"
Reviewed by HM - C* Reviewed by HM Stays "Resume sent to HM"
Final Disposition Code
Use when candidates fell out of consideration during the review of resumes
Incomplete Application 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 an applicant's resume was reviewed by the hiring manager, but that the qualifications expressed do 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 an applicant fails 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 an applicant 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.

Stage: Interview

After screening resumes, candidates are interviewed for the position. This may be a single interview or multiple. All requisitions where a hire is made must have at least one applicant (the one hired) in at least one of the codes listed below.

Activity Stage Seen by HM Stage Seen by Candidate Description
Applicant Flow Codes
Phone Screen Changes stage to "Interview" Stays "Resume Sent to HM" Indicates when a phone screen has occurred or is about to occur. Generally used to determine if the applicant is still interested based on the "conditions of employment"; the salary, shift, etc.
Interview - Virtual/Phone Changes stage to "Interview" Doesn't change. Stays "Resume Sent to HM" Indicates when a candidate has been interviewed or is scheduled to be interviewed through electronic media like Skype, web conferencing, phone, etc.
Interview - In Person Changes stage to "Interview" Stays "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
Phone Screen - Considered Not Selected - Unfavorable Interview Not Selected Not Selected Indicates an applicant 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 an applicant 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 an applicant failed to be available for a scheduled Phone Screen.
Interview Virtual - Considered Not Selected - Not Top Group Not Selected Not Selected Indicates an applicant 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 an applicant failed to be available or missed for a scheduled virtual interview.
Interview Virtual - Considered Not Selected - Unfavorable Interview Not Selected Not Selected Indicates an applicant 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 an applicant 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 an applicant 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 an applicant failed to appear for a scheduled in person interview.

Reference Check & 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.

Activity Stage Seen by HM Stage Seen by Candidate Description
Applicant Flow Code
Reference Check Changes the stage to "References" Doesn't change. Stays "Resume Sent to HM" Indicates when a reference check has been scheduled or conducted.
Request Approval for Offer Changes the stage to "Offer" Stays "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
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 Candidate Withdrew Candidate Withdrew Is used when a job offer has been extended, but the candidate declines it. Reasons may include: salary requirement, not willing to work required hours/shift/days, not willing to meet travel requirements, no longer interested, or any other reason.
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.

Hired Stage

Once the offer has been accepted and a start date established the Hired/Accepted activity is entered.

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.

Activity Stage Seen by HM Stage Seen by Candidate Description
Final Disposition Code
Candidate Withdrew Candidate Withdrew Candidate Withdrew Candidate withdraws prior to offer. Examples: Applicant is no longer interested, applied in error, etc.
Optional Codes Available to Hiring Managers
Call Candidate*     Indicates when a candidate was called for reasons other than a phone screen, e.g., schedule an interview, ask for clarification regarding experience, etc.
    Indicates when a postmarked letter has been sent.
Note*     Indicates any details not otherwise represented in another activity code
Resume Sent to Reviewers Workbench*     HM sends resumes to others to review.

Activity Disposition Codes Resources

Requisition Close-out Reference Sheet (pdf)

Activity/Disposition Code List Reference Sheet (pdf)


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