Applicant Track Form (ATF) Instructions

Applicant tracking begins when you have a benefits-eligible position that is to be filled and you have submitted the ER request to HR

The tracking of applicant data is an essential function that must be performed throughout the recruiting process for a vacancy. An applicant is
defined as any person who applies for or expresses an interest for a particular regular position that is to be filled. An applicant may apply for
a position using GRU's standard application form or express an interest by providing a resume/CV that specifies interest for a particular
position. All applicants who meet this definition must be tracked.

The Applicant Tracking Form (ATF) is utilized to collect applicant data. It is a basic worksheet format that consists of fields listing the various
data to be included for each applicant. Only ONE vacant position is to be reported per worksheet. If an applicant is considered for more than
one vacancy, the applicant data should be reported for each vacancy on a separate worksheet.
**Please note that temporary positions and non-benefits eligible position (usually FTE <0.5) do not require applicant tracking.**

1 Enter Vacancy Information:

Vacancy number:
For GCHC positions, the vacancy number is the same as the position number.

2 Recruitment Sources :
List the recruitment sources (publications/websites) where advertising for the position were placed.

Special Recruitment Efforts:

List the recruitment sources (publications/websites) where the ad for the position has been advertised that target
minorities and/or women. If the recruitment sources used were from the AA/EEO office webpage, click the
check box.

3 Enter Applicant Information:

Field Name Field Name Description
Last Name, First Name - The applicant's name as it appears on the application, resume or CV for the
position.
Address- The applicant's mailing address, including the apartment number, suite number,
etc. or P.O. Box.
City- City that the applicant reported.
State- Two digit state code
Zip- Five digit zip code
The date internal applicants bided on the position or the date external applicant's
Application Date- resume, application, or CV is received.
Candidate- I=Internal applicant is already employed by GRU as a regular employee.
E=External applicant is a temporary employee, a resident, a student , or an
applicant that is not employed by GRU as a regular employee.
Email Address Applicants email address
Disposition codes- Identifies the outcome of an applicant in the recruitment/selection process.
Codes are displayed at the bottom of the ATF.

4 Save the ATF:

Save the file as the vacancy number, for example, if your vacancy number is 1234, then save the file as ATF1234.

5 Submission of ATF:
GCHC ATF - Should capture information on any applicant that met the basic qualifications and was considered for the
position. Applicant data should be tracked accurately and the ATF submitted to eeo@gru.edu within 5 days after the
final selection of a candidate has been made.

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GCHC ATF Instructions Revised ATF: 01/17/06

 Vacancy logs should be submitted by the 5th business day of the month to eeo@gru.edu

GCHC ATF Instructions Revised ATF: 01/17/06

 APPLICANT TRACKING FORM

Candidate
Application Internal/External( Applicants Email Disposition
Last Name, First Name MI Address City State Zip or Bid Date I) or (E) Address Code
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25

Vacancy #: Recruitment Sources:

Department Code: Special recruitment sources used to attract

minorities and/or females:

1 = Interviewed, better candidate chosen
2 = Interviewed, unacceptable work history or references
3 = Interviewed, applicant declined offer
Interviewed found to be unqualified due to...
4A = Lacked sufficient knowledge of job
4B = Incompatible interpersonal commun. skills/behavior
4C = Other (comments required)
DISPOSITION CODES
5 = Met basic qualifications, not interviewed IP = Interview Pending
Withdrew from applicant pool due to... RC = Requisition cancelled
6A = Acceptance of another position
6B = Terms of employment (schedule, funding sources, salary, etc.)
6C = Other (comments required)
7 = Late application (not considered)
8 = Unqualified applicant
9 = Selected candidate

ATF Revised ATF: 01/17/06

 APPLICANT TRACKING FORM

ATF Revised ATF: 01/17/06

 APPLICANT TRACKING FORM

Comments

ATF Revised ATF: 01/17/06

 APPLICANT TRACKING FORM

ATF Revised ATF: 01/17/06