Applicant Management in FAM

Best Practices for FAM

• FAM is the official university document of record for faculty recruitment.
• The Position Manager or Hiring Manager should be the main point of contact; thus the final responsibility for recordkeeping falls to that person, not to faculty members.
• Disposition candidates in real-time in FAM. (You’ll be grateful in May.)
• The “View and Comment on Applications” tool is a great way to communicate with faculty committee members and reminders about communications for applicants. *What is written in this field by the recruiting committee will remain in the record.
• Customize the “Manage Email Text” to facilitate communications to applicants and referees
• Quick resource guide (QRG) for when to inactivate or close a position in FAM

Notifying Applicants of Decline

Go to FAM and selection the Position you wish to review. In the left column, find under Applications, "Export Applicant Addresses". [If Filters have already been applied to applications under “Manage Applicant tracking Data”, then the Search Filter at the top of the page may be used to select only candidates rejected.]

Once Filters have been applied (if need be), scroll to the bottom of the page. You will see the link, “Download as a Spreadsheet”. Click on the link to and check your browser’s Downloads to find the file. The Excel spreadsheet is in Microsoft Excel Comma Separated Values File (.csv) format. Filter functions can be applied to columns and rows according to need. Mail Merge can then be performed in Outlook for applicants.

Sample email to inform applicants of decision:

Subject: Thank you for Applying to [Selected Position: REQ# - Title]Dear [Applicant: First Name Last Name],

Thank you for applying to position [Selected Position: REQ# - Title] with the USC [Department] at the Viterbi School of Engineering. As you are aware, we received a large number of applications. I am sorry to inform you that you have not been selected for an interview for this position.

The [Department] faculty search committee thanks you for the time you invested to apply to our position. We encourage you to apply for future openings for which you qualify.

Best wishes for a successful job search. Thank you, again, for your interest in joining our faculty here at USC.