Applicant Track Form (ATF) Instructions

Applicant tracking begins when you have a benefits-eligible position that is to be filled.

The tracking of applicant data is an essential function that must be performed throughout the recruiting process for a vacancy.  An applicant is defined as a person who applies for or expresses an interest for a particular regular position that is to be filled.  An applicant may apply for a position using MCG’s standard application form or express an interest by providing a resume/CV that specifies a particular position for consideration.  All applicants who meet this definition must be tracked.

The Applicant Tracking Form (ATF) is utilized to collect applicant data. It is a basic worksheet format that consists of fields listing the various data to be included for each applicant. Only ONE vacant position is to be reported per worksheet. If an applicant is considered for more than one vacancy, the applicant data should be reported for each vacancy on a separate worksheet.

**Please note that temporary positions and non-benefits eligible position (usually FTE <0.5) do not require applicant tracking.**

1. Enter Vacancy Information:

Vacancy number:
For GCHC & Postdoc positions, the vacancy number is the same as the position number.

For Faculty positions, the vacancy number is the same as the Applicant Clearing House (ACH) number.

Recruitment Sources:
List the recruitment sources (publications/websites) where advertising for the position were placed.             

Special Recruitment Efforts:
List the recruitment sources (publications/websites) where the ad for the position has been advertised that target minorities and/or women.  If the recruitment sources used were from the AA/EEO office webpage, click the check box.

2. Enter Applicant Information:

Last Name, First Name (The applicant's name as it appears on the application, resume or CV for the position.)

Address (The applicant's mailing address, including the apartment number, suite number, etc. or P.O. Box.)

City (City that the applicant reported.)

State (Two digit state code)

Zip (Five digit zip code)

Application Date (The date the applicant's resume, application, or CV is received.)

Internal Candidate (I=Internal applicant is already employed by MCG as a regular employee; E=External applicant is a temporary employee, a resident, a student, or an applicant that is not employed by MCG as a regular employee.)

Disposition codes (Identifies the outcome of an applicant in the recruitment/selection process. Codes are displayed at the bottom of the ATF.)

3 Save the ATF:     
Save the file as the vacancy number, for example, if your vacancy number is 12345, then save the file as ATF12345.

4 Submission of ATF:
All applicant data should be tracked accurately and reported in a timely manner. The ATF should be sent Friday of each week when applicant data has been edited to include: disposition code changes, addition of applicants, interviews scheduled, etc.

5 Where to submit ATF: Email the ATF to EEO@mcg.edu

NOTE: Search Committee Data Sheet (FOR FACULTY POSITIONS ONLY):
The Search Committee Data Sheet should be completed for Faculty Positions only.