Application Review Protocol

Step 1 - Access the Applicant Tracking System (ATS)

• Launch the Applicant Tracking System (ATS) from either:

  • Selecting the Hiring navigation tab in your BambooHR profile.

  • Selecting this link to the Applicant Tracking System (ATS) >

    • You may be required to provide your BambooHR credentials before accessing.

Step 2 - Locate and Select Received 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.

• Select the applicant’s name to view the new application.

Step 3 - Reviewing a Vetted Application

• Confirm the application has a Candidate Status of Application Vetted.

  • Or that it meets all the requirements of the application vetting process, as outlined in the Application Vetting Protocol.

• Confirm the Résumé includes details that meet the requirements identified in the Job Opening listing, while identifying possible issues including:

  • Excessive grammatical and/or formatting errors.

  • An alarming rate of job-hopping, or inability to maintain a job for more than one (1) year at a time.

    • This does not apply if determined that the positions were temporary or contract.

  • Significant, unexplained gap(s) in employment length.

• Confirm the Cover Letter, if available, is well prepared and includes further information about their job experience and/or education, and preferably how they might be able to use their experience and/or education for the job opening they’ve applied for.

• Confirm Desired Pay is in line with the pre-determined pay range (i.e., no more than 30% higher or more).

  • If outside of range, you may use your own discretion to pursuit the applicant further or consult with Human Resources.

• You are legally permitted to seek additional information about the applicant via the open web.

  • e.g. search engine results, social networks, applicant’s personal website, news articles, open court records, etc.).

  • This includes viewing any provided links within the application for their LinkedIn or other social networking profiles, or their personal website.

    • Due to cybersecurity concerns use extreme caution before selecting a suspicious link.

      • e.g., in situations where a provided link appears to direct you to a site other than LinkedIn, consider seeking the applicant’s LinkedIn profile directly from the social networking site’s own user search feature.

• You are not permitted to seek additional information regarding the applicant through means of a background check processor.

  • Only the Human Resources (“HR”) department shall conduct formal background checks, upon an offer of employment being provided by the Company and signed by the applicant.

  • The HR department will upload a completed background check report to the applicant’s profile in the Applicant Tracking System (ATS) when appropriate, and which will be viewable to the Hiring Lead and authorized contributors.

• Once you’ve reviewed the application in-full, set a star rating to distinguish your preferred applicants based on their merit.

  • Highest ranking is five (5) stars and lowest ranking is one (1) star.

  • Upon selecting a star rating, include a note explaining the reasoning for your choice.

  • The application Rating may be set from either the:

    • Job Opening’s page;

    • Candidates tab; or

    • Application page.

Step 4 - Determining Candidate Status

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

• Interested - If the applicant meets the requirements and expectations named above.

  • Select here to view the initial consideration protocol for further steps on processing an applicant >

Applicant needs to be moved to a different job opening:

• If you believe the applicant would be better suited for another job opening that is maintained by another Hiring Lead.

  • Notify Human Resources personnel via email or Teams message.

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

• Not Qualified - If the applicant does not generally meet or exceed the positions experience and/or education requirements

• High Pay Requirement - If applicant’s desired pay is significantly higher than a pre-determined pay range.

Step 5 - Send Email Template to Applicant with Discontinued Consideration (If Necessary)

Send the following email template to the applicant for the corresponding Candidate Status; update the Candidate Status as reflected:

• Email Template | Regret to Inform - Applicant

  • Candidate Status | Not Qualified -> Not Qualified (Notified)

• Email Template | Regret to Inform - High Pay Requirement

  • Candidate Status | High Pay Requirement -> High Pay Requirement (Notified)

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