Scheduling Starting Date Protocol

Step 1 - Access the Applicant Tracking System (ATS)

Step 2 - Locate Applications

  • You can view applications within the Applicant Tracking System (ATS) from either:

    • The Job Openings tab.

      • Select the Appropriate Job Opening.

    • The Candidates tab.

Step 3 - Prepare and Submit Interview Invitation Email

  • The Company’s Human Resources (“HR”) department will confirm the application has a Candidate Status of Drug Screening - Approved prior to proceeding.

  • Identify the applicant(s) you are ready to communicate with by setting the Candidate Status to Schedule Hire Date - Prepare Email.

  • Initiate this task with the appropriate Email Template.

    • For preparing an Email Template on a per application basis, either:

      • Select an applicant’s Send Email icon (right side of the list entry) from either the Job Opening’s page or the Candidates tab;

      • Select an applicant’s checkbox from the Job Opening’s page, then select the mail icon near the top-corner of the Candidates list; or

      • Select an applicant’s name from either the Job Opening’s page or the Candidates tab and select the New Email button near the top-right of the page.

    • Do not prepare any interview Email Template in bulk.

  • The HR department shall prepare the Schedule Starting Date Email Template.

    • Replace the day placeholder text (i.e. DATE) in accordance with availability for all involved parties.

      • e.g., appropriate department personnel, Environmental Health & Safety (EH&S), Information Technology (IT), etc.

    • No further additions or modifications should be made to the Email Template.

    • Submit the Email Template to the applicant by selecting the Send Email button.

  • The HR department then shall update the appropriate applicant(s) Candidate Status to Schedule Hire Date - Awaiting Confirmation.

  • Await the applicant’s response to confirm the starting date.

    • The available window for applicants to complete this task is two (2) calendar days.

      • The Scheduling Starting Date Reminder email template shall be submitted after one (1) calendar days.

      • Applicant may be contacted by phone on the same day the reminder is provided.

    • To locate the submitted email, in addition to any subsequent or proceeding email communications, select the Email tab from an application page.

      • If the applicant replies to an email you submitted, you will also receive a response to your work email account.

        • Generally, you should only communicate with applicants using Email Templates which are available within the Applicant Tracking System (ATS), currently BambooHR.

Step 4 - Processing Response to Schedule Starting Date Email

  • If an applicant does not accept the provided Hire Date, the Company’s Human Resources (“HR”) department shall resend the Schedule Starting Date Email Template with a new date until approved.

    • The available window for applicants to complete this task is one (1) calendar days.

      • Applicant may be contacted by phone on the same day the additional Schedule Starting Date Email Template has been sent.

    • To locate the submitted email, in addition to any subsequent or proceeding email communications, select the Email tab from an application page.

      • If the applicant replies to an email you submitted, you will also receive a response to your work email account.

        • Generally, you should only communicate with applicants using Email Templates which are available within the Applicant Tracking System (ATS), currently BambooHR.

Step 5 - Determining Candidate Status

Set the applicant’s Candidate Status for continued consideration to:

Set the applicant’s Candidate Status for discontinued consideration to:

  • Scheduled Starting Date - Disagreed - If the applicant has declined our offered hire date(s).

  • Scheduled Starting Date - No Response - If the applicant failed to respond to our request to schedule hire date.


< Drug Screening


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