Applications

Anita · May 2001

Do you take applications when you have no job openings? Why or why not?

HR Newbie · May 2001

I'm sure that each organization is different based
on the type of product/service provided. However,
our agency elected not to accept applications if
no job opening is available (posted & advertised).
One of the primary reasons the agency
adopted this policy is that we've found information provided on applications
and in resumes tends to change. It's also
proven to be unprofitable as the majority
of applications accepted between openings
are for non-professional positions (labor/clerical)
and the individuals tend to obtain employment
elsewhwhere before we have a job opening
available. It seemed we'd spend the
time trying to schedule an interview only
to find out they were no longer interested.
Hope this helps.

Margaret Morford · May 2001

I don't know whether you are under Affirmative Action. If so, you are radically (And needlessly)expanding your applicant pool if you don't limit how you take applications. If you decide not to take applications when you don't have a job opening, be sure to be clear to applicants from whom you do accept resumes and applications, that you do not keep these on file. If in two weeks, they see a job they are interested in, they need to reapply for each position. If you have any questions about my answer, please don't hesitate to call me at 615-371-8200.

Margaret Morford
theHRedge

CuriousG · May 2001

Tough subject, but an important one!

One reply refers to obligations under Affirmative Action, however, the requirements of most state EEO/Fair Employment Practices laws come into play here, as well. Your big issue is value versus legal risk and expense to maintain files.

The question is what value do these "unsolicited" applications actually bring you? If you have sufficient turnover, or growth, that you refer back to them within a very short (I am talking days here) time then perhaps there is value in accepting applications with or without an immediate opening. You will need to maintain files on these applications and resumes for three (3) years since an "over 40" applicant can bring suit for up to 3 years for a willful violation of the Age Discrimination in Employment Act. One employer I worked for discovered we got over 14,000 resumes every year and we were using six lateral file drawers to file them!

My suggestion, most days of the week, only accept applications and resumes for positions that you have a definite immediate opening. If you want to have a regular "open door" day pick one day a week, (like Fridays) where you accept all applications. Publicize it in your workforce, and the surrounding community, and be sure your supervisors, managers, and receptionist fully understand your practice, and why it must be adherred to.

joyce · May 2001

What is the retention requirement for unsolicited resumes? Also what is the retention requirement for applications received for advertised positions?

WO · May 2001

Our agency does not accept unsolicited resumes. I use the retention period of one year for advertised postions and the interview documentation.

Gillian · May 2001

You need to define what is an applicant. You can decide that unsolicited resumes are not applicants, thus no retention period applies. You could take a quick look through them to make sure that you do not discard potential applicants for a future position and make sure that they are notified at the appropriate time. If you are like most organizations, few unsolicited resumes bear any relationship to a job that the organization has, so keeping them just takes up file space.

CuriousG · May 2001

I like Gillian's answer, in part. I would say you should discard all unsolicited resume's. If you do not, then you will have to justify why you kept one resume, but not another perhaps similiar to you the next day, or next week.

As for retention, there are several conflicting standards you could use. The most cautious of these would be to retain the current calendar (of AAP) years applications, plus those of the previous two. Since you could receive an EEO complaint for up to 360 days after a decision is made, and that may ask for applications for a period of up to a year prior to the decision, you easily need to keep two years, worth. the extra year provides a safety cushion in case some Enforcement Specialist gets really ambitious.

joyce · September 2001

If an employer does not retain the applications/resumes received and an EEOC claim IS filed say two years down the road, then the emloyer has no resumes to produce. What happens in that instance?

Gillian · September 2001

The chances of having an EEOC charge filed by someone whose resume you have not retained is almost nil, so having retained one here or there because it might be useful sometime in the future is almost zero risk. The benefits outweigh the risks.

gab · August 2001

We accept unsolicited resumes only if they match a position that we could have open in the future. The reason is that we have certain jobs that are sometimes hard to find people so when you need someone immediately it is nice to have a file of resumes that we can pull from.

bsa · August 2001

Absolutely not. I don't have the space to retain them, my office is only 8x10. Besides, most unsolicited applications don't have skills that apply to my small manufacturing environment.

keithlf · September 2001

Hi, from Victoria, Texas

When we have a job opening, we place a job notice on the bulletin boards for one week, allowing our employees who are interested have the first choice. After that we will take applications from outside. We don't take applications except for job openings. We adopted this a few years ago and we have to stay consistent with the practice.

Lewis

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