Applicant Communication FAQs for Staff Employment

How do I find out the name of my HR recruiter?

As a hiring manager, when is it appropriate for me to communicate with an applicant?

Why are hiring managers/search committee members advised not to speak with applicants or potential applicants that have questions, but haven’t been approved for interview by Human Resources?

What if I receive a call or email from a current employee that has applied to my position, but I have not selected for an interview.  How should I handle this situation?

What if I receive a call from another department/current employee asking me to speak with someone they recommend?

How do I send applicant information I receive through phone calls or emails to HR?

Will Human Resources ever give out my contact information to applicants and share with them that I’m the hiring manager of a position?

Do I need to contact applicants that I did not select for an interview and tell them they were not selected?

Do I need to contact applicants that I interviewed, but did not hire and tell them why they were not selected?

I have sent a rejection letter to an applicant that was interviewed, but not hired.  They want to know if there is any feedback I can give them on their interview and why they were not selected.  How should I respond?

Is it acceptable to mention my open job to potential applicants I meet at a conference?

 

Q)How do I find out the name of my HR recruiter?

A) To find out the name of your HR recruiter, please click here.

 

Q) As a hiring manager, when is it appropriate for me to communicate with an applicant?

A) You may only communicate with applicants that have been approved for interview by Human Resources.

 

Q) Why are hiring managers/search committee members advised not to speak with applicants or potential applicants that have questions, but haven’t been approved for interview by Human Resources?

A) The University is committed to having a fair recruitment process for all applicants.  When an applicant calls a hiring manager and/or search committee member for information, they receive an unfair advantage that other applicants do not receive. They are getting information about the job, what type of applicant the hiring department/search committee is seeking, and what type of skills are needed for the job.  When this applicant is on the interview, he/she will be able to tailor their answers to reflect the information they have been given from the hiring department/search committee member. This gives the applicant an unfair advantage over the other applicants and it keeps the hiring department/search committee from hearing a realistic view of this applicant’s skills and abilities during the interview.

Any questions an applicant or potential applicant has about the job, the application process, their application status, or what the hiring department is looking for in an applicant needs to be sent to the HR Service Center or your HR recruiter.  Human Resources will respond to these applicant questions.

Once you have selected applicants for interview and HR has approved them you can communicate with these applicants as needed with the exception of telling applicants a reason why they were not selected for interview or hire. Those questions also need to be directed to the HR Service Center or your HR recruiter.

 

Q) What if I receive a call or email from a current employee that has applied to my position, but I have not selected for an interview.  How should I handle this situation?

A) Any questions the applicant has about the job, the application process, or what the hiring department is looking for in an applicant needs to be sent to the HR Service Center or your HR recruiter.

Once you have selected applicants for interview and HR has approved them you can communicate with these applicants as you need with the exception of telling applicants why they were not selected for interview or hire. Those questions also need to be submitted to the HR Service Center or your HR recruiter.

 

Q) What if I receive a call from another department/current employee asking me to speak with someone they recommend?

A) You can tell the department/current employee the following statement “Since our department has a current open recruitment, you will need to contact (HR recruiter) in Human Resources with any questions in order for us to keep a fair recruitment process.”

 

Q) How do I send applicant information I receive through phone calls or emails to HR? 

A) For voicemails, email the name and phone number of the applicant to your HR recruiter. Your HR recruiter will return their call and will answer any of their questions.

For emails, forward the email to your HR recruiter.

For phone calls you answer and realize it’s an applicant or potential applicant with questions, give the applicant your HR recruiter name, phone number, and email address. You can tell the applicant or potential applicant the following statement “Since our department has a current open recruitment, you will need to contact (HR recruiter) in Human Resources with any questions in order for us to keep a fair recruitment process.”

 

Q) Will Human Resources ever give out my contact information to applicants and share with them that I’m the hiring manager of a position?

A) No. Human Resources will never give an applicant your contact information as the hiring manager of a particular recruitment.  We keep this information confidential.  Even though this information is listed in the requisition, it is only visible to HR and applicants do not have access to this information.

 

Q) Do I need to contact applicants that I did not select for an interview and tell them they were not selected?

A) If an applicant logs into http://jobs.ua.edu and views their job history, they can see which positions they have applied to and which ones have been filled. They cannot see the reason why they were not selected for an interview.

If you would like to email a rejection letter to all applicants that applied, please contact your HR recruiter and they can send you an applicant contact summary report which will list all applicant email addresses.

 

Q) Do I need to contact applicants that I interviewed, but did not hire and tell them why they were not selected?

A) Our recommendation is for hiring managers to send rejection letters to applicants that have been interviewed. You can view a sample rejection letter under the Staff Recruitment Resources tab on the main HR website and then click on the Hiring Manager Resources button. For assistance with rejection letters, contact your HR recruiter.

 

Q) I have sent a rejection letter to an applicant that was interviewed, but not hired.  They want to know if there is any feedback I can give them on their interview and why they were not selected.  How should I respond?

A) Forward the email you receive from the applicant to your HR recruiter and they will respond. HR will not disclose to an applicant why they were not selected for an interview or why they were not hired.

 

Q) Is it acceptable to mention my open job to potential applicants I meet at a conference? 

A) You can mention the position to the potential applicant and can give the potential applicant directions on how to apply, but nothing further.  Any further communication would make the person an applicant even though they haven’t applied to the job. The conversation with the applicant could be considered an interview, and would interfere with the accuracy of University’s reporting. The University tracks the number of applicants that apply to positions at UA and how far an applicant goes in the interview process.  The University uses that information for Affirmative Action and Equal Opportunity reporting. 

Any questions the potential applicant has about the job, the application process, or what the hiring department is looking for in an applicant needs to be sent to the HR Service Center or your HR recruiter.

Once you have selected applicants for interview and HR has approved them you can communicate with these applicants as you need with the exception of telling applicants why they were not selected for interview or hire. Those questions also need to be submitted to HR Service Center or your HR recruiter.