Institutional Equity

Applicant Flow Log (AFL)

Institutional Equity 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.

The Applicant Flow Disposition Codes

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

All codes being used to REMOVE an applicant 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 "summary of duties"). In PageUP, this explanation would be entered in the “Note” section of the status change screen.

  • See examples of unacceptable reasons of non-selection at the end of this page.

The following Disposition Codes are selected in a drop-down menu in PageUP called “Term Reason.”

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

  • NQ – Not Qualified.
    • Use this code if an applicant does not meet one or more of the listed job requirements in the job description.
  • CN – Considered, 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.
  • 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).

Important: All candidates moving on to the interview stage must meet all of the REQUIRED education, experience, knowledge, skills, and abilities listed in the job description.

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

  • CNQ – Considered, Not Qualified.
    • The search committee determines during the interview(s) that the applicant does not meet one of the requirements listed in the job description.
  • CN – Considered, Not Hired.
    • 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.
  • CF – Considered, Finalist.
    • Candidates that made it to the final steps of the process.
    • 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: “CF – Considered, Finalist”. (may still consider) The selected candidate provided more detailed technical responses to the interview questions.
      • Example #2: “CF – Considered, Finalist”. (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 than top candidate.
  • CW – Considered, Withdrew.
    • An applicant tells you that 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).
  • CD – Considered, Declined.
    • If the position offer is made to a candidate and they decline the offer.

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