PROCESSING JOB APPLICATIONS

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Process for Setting Up New Position Recordkeeping

To be in compliance with industry best practices and federal reporting requirements, we must keep good records regarding all open position postings and any applications we receive from potential hires. All records related to the open position and any applications received must be maintained for three years per the Records Retention Policy.

This page describes the process to set up recordkeeping for a new position, how to process incoming applications, and how to close a position once it is filled.

Written Job Description

All open positions must have a title and a written job description. This is usually supplied by the AvaCon Executive Board who will post the position on the AvaCon website at: http://www.avacon.org/blog/staff/positions/

Process for Setting Up New Position Recordkeeping

1. HR staff should be notified by the AvaCon Executive Board that a new position is posted.

2. HR staff copy and paste the position description to the Previous Job Postings page of this handbook for future reference.

3. HR staff navigates to our shared drive under AvaCon Inc. > Human Resources > Applications > Open Positions and creates a NEW folder with the name format: YEAR – POSITION TITLE. Example: 2014 – 3D Content Developer.

4. Inside the new position folder, HR staff creates a NEW document with the name format: YEAR – POSITION TITLE – Position Description. Example: 2014 – 3D Content Creator – Position Description.

After this process has been completed, the new position is ready to be shared publicly and the infrastructure is in place to process incoming applications.

Processing Incoming Applications

All incoming applications should be received through the hr@avacon.org email address and a plain text copy of the application will be added to the

AvaCon Inc. > Human Resources > To Be Filed folder. The next step is to set up the folder structure to store all of an applicant’s files.

1. HR staff navigates to our shared drive under AvaCon Inc. > Human Resources > Applications > Open Positions and opens the appropriate position folder.

2. Inside the position folder, HR staff creates a NEW folder for the applicant with the name format: APPLICANT LAST NAME, APPLICANT FIRST NAME. Example: Smith, Jane.

3. Move the person’s application FROM AvaCon Inc. > Human Resources > To Be Filed TO their application folder in AvaCon Inc. > Human Resources > Applications > Open Positions

4. If any attachments were received with the application, for example a resume or cover letter, those files should be uploaded into the applicant’s folder as well.

By creating a folder for each applicant, this ensures that we have a location to maintain all records related to that person’s application, and in fact, this will be the start of that person’s personnel file should we choose to hire them.

Closing an Open Position

Once a position has been filled, the position will be closed but all records related to the open position and any applications received must be maintained for three years per the Records Retention Policy.

1. AvaCon Executive Board notifies HR that the position has been filled.

2. HR staff navigates to our shared drive under AvaCon Inc. > Human Resources > Applications > Open Positions and locates the appropriate open position folder.

3. HR staff moves the new employee’s application folder FROM the Open Positions folder TO the AvaCon Inc. > Human Resources > Personnel Files > Active Employees folder.

4. HR staff adds the new employee name to the AvaCon Master Employee Checklis t spreadsheet in the AvaCon Inc. > Human Resources > Personnel Files > Active Employees folder.

5. HR staff moves the open position folder FROM AvaCon Inc. > Human Resources > Applications > Open Positions TO AvaCon Inc. > Human Resources > Applications > Close Positions folder.

6. HR staff notifies the appropriate person to remove the job posting from the AvaCon website.