Applicants File
The applicants file should contain all applicants associated with all hires during the transaction period. These individuals will be included in the Personnel Transactions Summary.
IMPORTANT: If an applicant was considered for a position during the transaction period, but they applied prior to the start of the transaction period (prior to the transaction begin date for the data container), they should also be included in this file. In this case, the transaction begin date can be modified to include the earliest applicants. Likewise, if applicants applied for a job that was not filled during the transaction period, or did not have the qualifications to be considered for the job, then they should not be included in the applicant file.
Unknown Gender and Races - The applicants file may contain unknown race and/or gender information if any applicant(s) did not provide that information. The value used to represent unknown race and/or gender information (i.e., U) will not be mapped in the Map Data stage, but all other values must be mapped.
NOTE: The content of fields that appear in the employee, job, and/or transaction files should match in all files. Such fields include, but are not limited to, EEO category, all site fields, job code, and job title.
For example, the EEO category for a given job code in the applicant file should match the EEO category for that same job code in the employees file.
The table below lists possible fields for the applicants file. Field names in bold text are required fields for import. Data in the files can contain letters, numbers, or both unless specifically noted.
TIP: Coding your data in accordance with the acceptable values listed below will make importing your data faster and easier. Values that match the acceptable values will automatically map in the Import Data and Map Data stages.
| Field Name | Max Length | Req'd? | Description |
| Application Date | 50 | Y |
The date the applicant applied for the job.
NOTE: Dates can be formatted in any month/day/year format, but cannot contain the time.
|
| Gender | 50 | Y | Applicant’s gender. Acceptable gender information is Male, Female, Unknown. You may also use codes (i.e., M, F, U). |
| Race | 50 | Y | Applicant’s race. Acceptable race information is White, African American, Asian, Hispanic, Native American, Native Hawaiian or Pacific Islander, Two or More, Unknown. You may also use codes (i.e., W, B, H, I, NHOPI, 2+, U). |
| Applicant Type | 64 | Y | A value indicating the type of position applied for (i.e., Hire [external] or Promotion [internal]). Acceptable values are External or Internal. |
| Job Code | 50 | Y | The unique code that corresponds to the job title for which the applicant applied. Job codes in the applicant file should exist in at least one other import file (employee, job, and/or transaction files). |
| Job EEO Category | 128 | Y | The EEO Job Classification for the job. EEO categories are based on your organization type (Private Employer, State/Local Government, or Higher Education). |
| Selection Site Name | 128 | Y | Name of the site where the hiring decision for this position will be made. |
| Disability | 50 | N |
Whether or not the employee identifies as an individual with a disability (IWD). Acceptable disability information is Yes, No, Did Not Provide.
NOTE: This field is not required for import, but it is required if you wish to create reports required by the OFCCP per Section 503 of the Rehabilitation Act.
|
| Protected Veteran | 50 | N |
Whether or not the applicant is a protected veteran. Acceptable information is Yes, No, Did Not Provide.
NOTE: This field is not required for import, but it is required if you wish to create reports required by the OFCCP per VEVRAA Regulations.
|
| Applicant Identifier | 64 | N | A unique identifier for each applicant. |
| Job Title | 128 | N | The job title for which the applicant applied. Job titles in the applicant file must match job titles in the employee, job, and/or transaction files for the corresponding job code. |
| Last Name | 64 | N | Applicant's last name. |
| First Name | 64 | N | Applicant's first name. |
| Applicant Zip Code | 50 | N |
The zip code for the applicant’s home address. This field can be used to run a zip code analysis to create labor areas.
NOTE: Zip codes must be formatted as five or nine-digit numbers (i.e., 12345 or 12345-6789) and cannot contain letters.
|
| Selection Site Address Line 1 | 128 | N | First address line for the selection site. |
| Selection Site Address Line 2 | 128 | N | Second address line for the selection site. |
| Selection Site City | 128 | N | City in which the selection site is located. |
| Selection Site State | 64 | N | State in which the selection site is located. |
| Selection Site Zip Code | 50 | N | Zip code in which the selection site is located. |
| Organizational Unit 1 | 128 | N | Name of the department of the job for which the applicant applied. |
| Organizational Unit 2 | 128 | N | The second largest organizational unit to which the job belongs. |
| Organizational Unit 3 | 128 | N | The third largest organizational unit to which the job belongs. |
| Organizational Unit 4 | 128 | N | The fourth largest organizational unit to which the job belongs. |
|
Organizational Unit 5
|
128 | N |
The fifth largest organizational unit to which the job belongs.
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