Review and Matrix
Review applications
When reviewing applications there are a few things to consider before you matrix.
- Incomplete applications or missing information on application: The committee chair or their designee is required by the OFCCP to make a reasonable attempt to collect missing information or application materials from any applicant who has failed to submit any of the required material (e.g. resume, cover letter, work samples). Even if the job posting states that incomplete applications will not be considered, at least one attempt must be made to collect the missing information before the applicant is disqualified from the search. If, after that attempt to obtain information, the application is still incomplete, the committee may choose to disqualify these candidates.
- Ineligible for rehire: If an applicant indicates in the answers to the required questions on the application that they are ineligible for rehire with NAU, contact the Employee Relations team before continuing to consider or disqualifying the applicant.
- Minimum Qualifications: The committee chair or their designee should screen applications for minimum qualifications. It is recommended that another person review the applications for those who did not meet the minimum qualifications to double-check. If there is a dispute about whether an applicant meets the minimum qualifications, it is best to err on the side of caution and include them in the matrix. It is not required for all committee members to screen for minimum qualifications.
- Personal Information: Avoid being influenced by personal information listed on an application.
Score applications on matrix and determine candidates for interview
If you have not created a matrix yet, you should do it at this point in the process. The Employment & Compensation team recommends doing it while the job is posted to have a head start on the hiring process when the job closes.
The matrix should:
- Be completed by each committee member and submitted to the committee chair.
- Be combined into a composite matrix using all committee member responses to determine top candidates.
- Rank all applicants by their matrix scores.
Typically, a committee will choose to interview the candidates who rank the highest on the composite matrix. If you have valid, job-related reasons that justify interviewing lower ranking candidates, or not interviewing your highest ranking candidates, you must clearly document those reasons in the HireSmart! packet. We strongly recommend that you discuss these situations with your Employment and Compensation Analyst before proceeding to ensure you have solid documentation to proceed.
Send letters to candidates who did not meet the minimum qualifications. You may choose to do this at the end of your search, but it is very important that every candidate receive some notification from you. This can be accomplished easily through PeopleSoft using the Applicant Communication and Status process.
Reminder
- Update all applicant statuses in PeopleSoft prior to initiating Hire ePAR.