Step 6. Closing the Search

  • To close out the position in our applicant tracking 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 Sierra Gray,, if you have any questions as you go through this process.
  • All applicants need to hear from the University regarding their applicant status before the search is closed. 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 use Interfolio to send emails to the applicants not interviewed letting them know the position has been filled. To do this: 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. You can use templates already set up in Interfolio if you wish. Additional instructions are listed in your Interfolio account under Help.
  • Once applicants have been notified and their status changed, email Sierra Gray,, who will then pull appropriate reports and close the position.
  • We are now housing search files in Human Resources to assist with federal regulatory compliance and reduce risk if litigation is ever brought against the University with regard to hiring practice. Please make sure that applicant status is clearly marked in Interfolio (e.g. Video Interview, On-Campus Interview, Phone Interview, Hired, Not Interviewed). The final status list will be saved in the search file. Please send the following to or share via Box: interview questions (phone, Skype, zoom, in person), interview itineraries, and any interview notes. We are required to keep anything pertinent to the hire. After the required three-year retention period, the documents will be shredded and/or deleted from our departmental drive.