Run Multi-Stage and Open Rank Searches
A multi-stage search is a common search strategy that narrows the applicant pool using specific application statuses. This method allows for targeted requests for additional materials from a select group of candidates, enables direct communication, and helps manage the review process more efficiently. It also provides administrators with the ability to filter, archive, and control applicant access at each stage, reducing applicant and recruitment fatigue and streamlining hiring efforts. To conduct a multi-stage search, you must have permission to create application statuses, or an administrator must set up the necessary shortlist statuses in advance. This approach is especially useful for scenarios such as:
- Requesting letters of recommendation from shortlisted applicants.
- Adding committee members to the second stage of a search.
- Requesting additional evidence, such as publications or statements, later in the search process.
Benefits of Multi-Stage Searches
- Allows Flexibility: Add/remove committee members at any stage.
- Time Saving: Focus review efforts on a smaller, qualified pool.
- Maintains Fairness: Administrators can manage applicant access to application status throughout the process.
- Reduces Applicant and Recruiter Fatigue: A streamlined, efficient, phased recruitment processes deliver higher quality, more engaged hires.
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Enhances Decision Making:
- Enables targeted requests for additional materials or evidence.
- Internal Position Notes help Committee Members to follow best practices to enhance decision-making.
- Can encourages strong applicants, not selected initially, to consider other open positions.
Run Multi-Stage Search
1. Review Initial Applicant Pool: Committee members will conduct a review of the initial applicant pool from the position overview page.
2. Shortlist Applicants: The committee will narrow down the applicant pool, select the desired applicants from the applicant list, and assign them the new application status.
Be sure the new application status for the shortlisted applicants allows the applicant to edit their application.
3. Archive Applicant and Document Reason: Archive the applicants who are not moving forward.
To document why these applicants did not advance, assign disposition codes before archiving or freezing their application statuses.
4. Close Position to New Applicants: When editing the position, set a position deadline to ensure no new applicants are applying to the position.
5. Request Additional Materials/Forms from Shortlisted Applicants: Committee Managers can add additional required documents and custom application forms for the shortlisted applicants from the ‘Required Documents’ and ‘Application Forms’ pages.
| Required Documents | Application Forms |
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It is recommend to use custom application forms to collect information that will allow you to filter applications later.
5. Notify Applicants: Email the shortlisted applicants informing them of the new requirements and instructions for submission.
Upon signing in, shortlisted applicants will see additional requirements and can upload materials or request more letters of recommendation. No automated email reminders are sent. It is recommended to manually notify candidates.
6. Disable Editing Permissions: Change the applicant status to end the ability for the applicant to edit their application.
Reports can provide a comprehensive view of all applicants for a position. They can also include details such as disposition codes—reasons why applicants did not advance—and responses from application forms, offering valuable insights into the review process.