Applicant Flow Log (AFL)

Michigan Tech is required to keep information on every person who has submitted a resume/application. This information is collected using an Applicant Flow Log (AFL). The AFL is completed electronically through PageUP during the search process. The Disposition Codes affect federal reporting so they must be accurate in PageUP.

Disposition Codes for the Applicant Flow Log

All application materials released to the department MUST be reviewed by the search committee.

In PageUP, disposition codes are selected in a drop-down menu called "Term Reason" when moving applicants to "turndown" or "withdrawn" status. All applicants being removed from the applicant pool must have an explanation included as to why they are no longer being considered. These explanations (“reasons of non-selection”) need to be based on the required or desired qualifications listed in the job description (not the "job summary" or "essential duties and responsibilities" list). In PageUP, this explanation would be entered in the “Note” section of the status change screen.

  • See the "Reason of Non-Selection Assistance" section following the disposition code information on this page; including unacceptable and acceptable examples.

Disposition Codes to use when reviewing application materials (before initial interviews are requested):

The following disposition codes need to be used when first reviewing applicants' application materials.

  • NN - Not Reviewed, Not Hired
    • Staff searches: This code is for HR use only. Staff position search committees should not select this code at any time when moving applicants in workflow.
    • Faculty searches: This code is used for applicants who applied after the application due date listed in the job description. If committees want to review applications received after the application due date they should talk to the Academic HR Employment Representative. If application materials were reviewed by the committee then this code CANNOT be used.
  • NQ – Reviewed, Not Qualified.
    • Use this code if an applicant does not meet one or more of the listed job qualifications in the required sections of the job description.
  • RN – Reviewed, Not Hired.
    • Use this if the applicant meets the minimum requirements, but does not make it to the interview phase because candidates selected for interview meet more of the desired qualifications or have more experience in the required qualifications of the job description.
  • Additional workflow option: "2nd Level Review"
    • The workflow status of "2nd Level Review" can be used during the selection of applicants for initial interview. This option keeps an applicant in the pool so that they can still be considered if a qualified candidate is not identified in the first round of initial interviews, or if your selected candidate declines your offer. This is a good option if you have a large pool of applicants that all meet the minimum requirements of the position.
      • A reason stating why the applicant is not receiving an interview at this time must be entered in the "2nd level review" status window.
      • Applicants should be moved to this status ONLY if they meet ALL of the minimum requirements in the required sections of the job description.
      • If 2nd level review applicants are not revisited, they must be moved to "Turndown" status when the committee is making a recommendation for hire. These applicants would have the disposition code "RN-Reviewed, Not Hired."
  • CW – Considered, Withdrew.
    • Use this code if an applicant tells you they no longer want to be considered for the position OR if after multiple attempts to contact the applicant for an interview you are not able to contact them (these attempts should be tracked and included in the explanation in PageUP).
      • Committees should attempt to contact applicants at least two times before considering them as withdrawing from consideration. This is what the OFCCP expects to see to show that applicants were given an opportunity to respond.
    • If the applicant indicates why they are withdrawing from consideration this information should be entered in PageUP (e.g. salary too low, did not want to move/relocate, accepted another position, etc).

Attention: All candidates moving on to the interview stage must meet every list item in the REQUIRED education, experience, knowledge, skills, and abilities sections of the job description.

Disposition Codes to use once an applicant has been interviewed and/or reached the “recommend for hire” stage:

  • CNQ – Interviewed, Not Qualified.
    • The search committee determines during the interview(s) that the candidate does not meet one or more of the qualifications listed in the required sections of the job description.
    • Information is obtained during the reference check(s) that indicates the candidate does not meet one or more of the qualifications listed in the required sections of the job description.
  • CN – Interviewed, Not Hired.
    • This means the candidate meets the minimum required qualifications listed in the required sections of the job description. The candidate is not moving on to the next round of interviews, or is not being recommended for hire, because the candidates moving on to the next step in the process meet more of the desired qualifications or have more experience in the required and/or desired qualifications of the job description.
    • Candidates with this code cannot be reconsidered for hire if the candidate recommended for hire declines an offer due to these candidates having less experience in required qualifications and/or not having qualification(s) listed in the desired sections of the job description.
  • CF – Considered, Finalist.
    • Candidates that made it to the final steps of the process. They must meet the minimum required qualifications listed in the required sections of the job description. These are candidates the committee considered for hire.
    • You can use this code to indicate a candidate(s) that you would consider hiring if the candidate selected for hire declines the offer. In the reason of non-selection you should indicate “(may still consider),” and if the person is your “first choice,” “second choice,” etc if the selected candidate were to decline your offer.
      • Example: “(may still consider) The selected candidate provided more detailed technical responses to the interview questions."
      • Example #2: “(may still consider) This is our 2nd choice candidate. Applicant met the minimum qualifications, but did not show the same level of qualifications and experience in project management, and demonstrated lower budgeting/excel spreadsheet skills as the top candidate."
  • CW – Considered, Withdrew.
    • A candidate tells you that they no longer want to be considered for the position OR if after multiple attempts to contact the candidate for an interview you are not able to contact them (these attempts should be tracked and included in the explanation in PageUP).
      • Committees should attempt to contact applicants at least two times before considering them as withdrawing from consideration. This is what the OFCCP expects to see to show that applicants were given an opportunity to respond.
    • If the candidate indicates why they are withdrawing from consideration this information should be entered in PageUP (e.g. salary too low, did not want to move/relocate, accepted another position, etc).
  • CD – Considered, Declined Job Offer.
    • Use this if you make a job offer to a candidate and they decline the offer. If the candidate indicates why they are declining the offer this information should be entered in PageUP.

Reasons of Non-Selection Assistance

Examples of unacceptable explanations (reasons of non-selection):

The following are a few reasons of non-hire that were not accepted by the auditor from the Office of Federal Contract Compliance Programs (OFCCP):

Unacceptable Reasons Auditor's Comments
Written communication skills not as good as candidates interviewed Explain referencing the application package
Did not meet search criteria Please explain what each was lacking in comparison to the hire in relation to the advertised criteria
Department goals/needs – Rejected background not meeting department goals Please explain. If you have specific needs/background, the advertisement should not be generic – advertisement should ask for specific needs
Did not interview well Please explain
Lacking demonstrated expertise in required topics Explain what was lacking
Did not fit ad Explain what was lacking
Citizenship Why is this a requirement? Please explain how not being a US citizen played in the applicant not being further considered
Not as strong as top candidate Please explain how this candidate is weaker when compared to the hire
Research area not a good fit Explain why
Considered Finalist/Still being considered You still need to give a reason for non-selection

Examples of acceptable reasons of non-selection

Reasons of non-selection need to state which specific required and/or desired job qualifications listed in the job description an applicant does not meet or has less of than applicants moving on in the hiring process. suggestion we make is to copy and paste wording directly from the job description required/desired section qualifications into the reasons of non-selection. Then Institutional Equity, and an auditor, can easily see which qualification the reason of non-selection is referring to for the applicants. Reasons of non-selection need to be based on the required or desired qualifications listed in the job description, not the "job description summary" or the "essential duties and responsibilities" list.

See some examples below of a listed job qualification and acceptable ways to word reasons of non-selection. If you have any questions about wording reasons of non-selection or selecting disposition codes, please email equity@mtu.edu and we are happy to assist.

  • The required job qualification states, "At least two years of customer service experience in a fast-paced and high-demand environment."
    • If the applicant does not illustrate any experience in their application materials, the reason of non-selection could be worded as:
      • "This applicant does not have at least two years of customer service experience in a fast-paced and high-demand environment per their application materials."
    • If the applicant does have the experience but not as much as other applicants moving on in the hiring process, the reason of non-selection could be worded as:
      • "The applicant meets the minimum requirement but had less customer service experience in a fast-paced and high-demand environment than the applicants moving on to 2nd round interviews."
  • The required job qualification states, "Demonstrated knowledge of proper grammar, spelling, and punctuation" or "Excellent interpersonal, customer service, and written/oral communication skills."
    • When using written or oral/presentation communication skills as reasons of non-selection, specific examples/errors should be indicated. 
      • "Due to multiple spelling errors in the cover letter, this applicant did not demonstrate knowledge of proper grammar, spelling, and punctuation."
      • "The applicant did not demonstrate knowledge of proper grammar, spelling, and punctuation in their application materials. They incorrectly used 'there' in the resume, and had the misspelling of 'prgress' in their cover letter."
      • "During their presentation, the applicant did not address the topic assigned in as much detail as the recommended candidate. This job requires the ability to convey complex information and their presentation did not demonstrate that skill as well as the recommended candidate's presentation."