Step 6. Closing the Search

  • The hiring manager is encouraged to personally contact those candidates who were invited to interview letting them know the position has been filled.

  • Hiring managers can send emails to the applicants not interviewed letting them know the position has been filled. This can be done through our applicant tracking system. Follow these instructions: Check the box by the applicants last name and then click on "Email".  You will create the email that will go to all applicants selected. Additional instructions are listed in your Interfolio account under Help.

  • These notifications should be made as soon as possible.

  • To close out the position in our online system,  change the applicants to the appropriate status. This process can be done in large groups, check the box by the last name of applicants that were not interviewed, then click "Status", and choose "Not Interviewed".  Continue with remaining applicants to give the appropriate status.  Please contact Sherry Wright,, if you have any questions as you go through this process.

  • Once applicants have been notified and their status changed, email Sherry Wright,, who will then pull appropriate reports and close the position.

  • Any search files you and the search committee have, including notes on applicants and interviewing questions, will need to be kept for three years from the time the position is filled. Please send the files to Human Resources to keep with our search file. There are many Federal Acts that require employers to retain employment applications and related documents. If there is a discrimination charge or unlawful employment practice brought against the university, we are required to provide these documents.  After three years the documents will be shredded and/or deleted from the departmental drive.