Ask the Experts: Collecting and Tracking Disposition Data
Question: I have a hard time getting managers to tell me the reason why they didn’t choose to hire or interview a particular applicant. Is it necessary to include this information in my applicant flow log?
Answer: Collecting and tracking disposition data on applicants is a challenge for many organizations. While it may seem like an administrative burden now, it is even more so when trying to recreate the data months or years from now when you’re trying to explain your selection decisions to the government.
What is disposition data?
When we talk about disposition data, we’re referring to the information describing each applicant’s outcome in the selection process. There are two key pieces of disposition data: 1) how far an applicant progressed through the selection process (“fallout stage”), and 2) why the applicant didn’t progress further (“reason”).
Examples of fallout stages include: Application Materials Not Reviewed, Application Materials Reviewed, Phone Screened, Interviewed, Tested, Offered Position, and Hired. For each applicant you should track the last stage reached in your applicant log. If your organization doesn’t always follow the same order in the selection process, then you should document the stages and their order for each position.
Examples of reasons include: Position No Longer Available, Did Not Meet Basic Qualifications, Desired Salary/Work Location/Schedule Inconsistent with Position, Applicant Withdrew, More Qualified Candidate Chosen, and Offer Declined. It’s important to have a set of reason codes that are meaningful for your organization or you’ll find that they aren’t being used consistently.
For both cases, it is best to have a standard set of disposition choices rather than free entry. We have seen free entry include comments like, “Special Olympics” in the applicant log. This could be interpreted multiple ways: Is it a former employer? Is the applicant a philanthropic volunteer? Is it a thinly veiled attempt at documenting a disability that may or may not actually prevent the applicant from performing the job? Even the person who wrote it may be unable to remember the meaning if asked months or years later.
Why track disposition data?
Applicant disposition data is important for several reasons. In the short-term, it influences who is included in your analyses when you review your selection decisions for race- or gender-based disparities (adverse impact analyses). Under the OFCCP’s Internet Applicant Definition, people can be excluded from the applicant analysis for reasons such as not meeting the basic qualifications and withdrawing either actively or passively. (Click here for more information.) Without this information, you will include people in the analysis who shouldn’t be included and potentially make it appear that a disparity exists where one does not.
By using a standardized set of disposition reasons, you may prevent a recruiter or hiring manager from excluding an applicant for an unlawful reason. If the person making the decision is unable to choose an appropriate reason from your list, he or she should review the reason with HR or another manager to make sure it’s an acceptable reason.
Documenting acceptable reasons for not choosing an applicant will also help you defend the organization against charges of discrimination. Being able to explain why a selection decision was made can prevent further questioning and unnecessary legal expense.
Similarly, when OFCCP auditors find statistically significant selection disparities (adverse impact) or receive a complaint they usually ask for more information –fallout stage, reason, or both. If you don’t have the data, the agency will either request the raw documents to try to recreate it or assume the worst.
How should disposition data be collected?
The collection of disposition data is going to depend a lot on your selection process and who is involved.
- Make sure everyone involved in the process understands their role and the risk involved in not properly tracking applicant data.
- Designate at least one person who will be accountable for auditing the data periodically to ensure it is complete.
Memories fade over time, so the data should be collected as close to the time of the decision as possible. You may find it helpful to give managers a form that lists the candidates and disposition choices so they can submit the disposition data to the person responsible for applicant tracking when the selection process is complete.
HR Works, Inc. offers sample tools to assist you in this process, including disposition codes, a job tracking form, and guidance on the internet applicant definition. For more information, contact your affirmative action project manager.
