Run Multi-Stage and Open Rank Searches
A multi-stage search is a common search strategy that narrows the applicant pool using specific application statuses. This method allows for targeted requests for additional materials from a select group of candidates. For example, a committee might conduct an initial review, move selected applicants to a semifinalist or finalist status, and then request additional information before completing its evaluation. Faculty Search (FS) can support multi-stage and open-rank searches by allowing a committee to review applicants in phases and use Application Statuses to identify who advances. This approach is especially useful for scenarios such as:
- Requesting letters of recommendation from shortlisted applicants.
- Adding committee members to the second stage of a search.
- Requesting additional evidence, such as publications or statements, later in the search process.
FS does not automatically create or enforce separate review stages. Administrators and Committee Managers must plan the process in advance, create the necessary Application Statuses, update applicants as they progress, communicate any additional requirements, and manage access to application editing. Because document requirements and application forms apply to the entire position, not to applicants in a particular status, additional materials should be requested and managed carefully.
Benefits of Multi-Stage Searches
- Allows Flexibility: Add/remove committee members at any stage.
- Time Saving: Focus review efforts on a smaller, qualified pool.
- Maintains Fairness: Administrators can manage applicant access to application status throughout the process.
- Reduces Applicant and Recruiter Fatigue: A streamlined, efficient, phased recruitment processes deliver higher quality, more engaged hires.
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Enhances Decision Making:
- Enables targeted requests for additional materials or evidence.
- Internal Position Notes help Committee Members to follow best practices to enhance decision-making.
- Can encourages strong applicants, not selected initially, to consider other open positions.
Run Multi-Stage Search
1. Review Initial Applicant Pool: Once the application period begins, committee members can review applicants from the position’s applicant list.
2. Shortlist Applicants: After the initial review is complete, the committee will select the desired applicants who are moving forward and assign them the new application status, such as Shortlist, or semifinalist.
If applicants will be asked to submit additional materials, use a status that permits them to edit their applications. If additional reviewers will participate in the next stage, add them to the position’s search committee.
3. Archive Applicants and Document Reason: Archive the applicants who are not moving forward.
To document why these applicants did not advance, assign disposition codes before archiving or freezing their application statuses.
4. Close Position to New Applicants: When editing the position, set a position deadline to ensure no new applicants are applying to the position.
5. Request Additional Materials/Forms from Shortlisted Applicants: Committee Managers can add additional required documents and custom application forms for the shortlisted applicants when editing the position.
5. Notify Applicants: Email the shortlisted applicants informing them of the new requirements, instructions for submission, and any deadlines.
Upon signing in, shortlisted applicants will see additional requirements and can upload materials or request more letters of recommendation. No automated email reminders are sent. It is recommended to manually notify candidates.
6. Disable Editing Permissions: After the submission deadline has passed, change the applicant status to end the ability for the applicant to edit their application. If an applicant needs additional time or must correct a submission, assign a status that permits editing and change it back after the update is complete.