6 tips for choosing an applicant tracking system that promotes OFCCP compliance
OFCCP regulations are specifically for companies with federal contracts but just about every US employer with over 50 full-time employees needs to take steps to avoid employment discrimination. In today’s connected world where nearly applicant for every job applies to job openings with a few mouse clicks, using a spreadsheet or an inadequate applicant tracking system puts employers in peril. And, as the volume of recruiting data only continues to increase, employers must take steps to promote compliance and do so as efficiently as possible.
There is good news. Tracking the information that will help employers maintain compliance has really never been easier as long as the right applicant tracking system is in the mix. With modern tools built by experts, employers now automate the capture, collection, storage and reporting of affirmative action data securely.
EEO and OFCCP regulations are confusing enough. With that in mind, we’ve put together critical tips on questions you should ask when choosing your next applicant tracking system.
Pro Tip: It’s always best to consult with an affirmative action expert / consultant or your labor attorney if your are not certain of your reporting responsibilities.
1. REQUEST VOLUNTARY AA INFORMATION FROM EVERY APPLICANT
Your new applicant tracking system will provide a fully-integrated careers page that completely matches your branding. This page will display your EEO / AA web disclaimer and will provide every applicant for every US-based job with the most current voluntary EEO / AA questionnaire.
2. MAKE SURE TO VERIFY THE ACCURACY OF NEW SECTION 503 AND VEVRAA FEATURES
New Section 503 regulations require contractors to invite job applicants to self-identify as individuals with disabilities (IWDs) during the application process. All invitations must use the standardized form prescribed by the OFCCP. The form may be asked electronically, but it must comply with specific guidelines set forth by the OFCCP. We continue to see employers’ careers pages that are set up incorrectly. Most often this is a direct result of their applicant tracking system provider not understanding or just plain ignoring the new requirements. The most common mistakes made by employers include:
1. No OFCCP introduction page used to explain the new application process to job applicants
2. Lack of enhanced voluntary self-identification functionality to accommodate protected veterans
3. Absence of a digital version of Form CC-305 for applicants to complete easily online from any internet connection
3. USE CONSISTENT MINIMUM QUALIFICATION QUESTIONS FOR EVERY JOB
Choose hiring software that allows you to create legal knock-out questions consistently. Minimum qualification questions are job specific, “yes /no” questions that ensure you’re processing only qualified applicants that have the minimum skills and experience required for each job.
4. YOU MUST CAPTURE A REASON FOR NON-SELECTION FOR EVERY APPLICANT
Compliance regulations require employers to capture a reason for non-selection for every applicant that is dispositioned at any stage of your recruiting process. This process must be simple so every user of your applicant tracking system is empowered to select a disposition code without any training or confusion.
5. YOU MUST BE ABLE TO CREATE APPLICANT FLOW LOGS AND HIRE OFFER LOGS SIMPLY
Every federal contractor must generate applicant flow logs that record all the information required by the OFCCP in order to conduct an adverse impact analysis and / or provide documentation in the case of a desk audit. Additionally, your system must have the ability to generate a hire offer log report that record key applicant data for every offer made to every applicant.
6. YOU MUST LIMIT ACCESS TO AA / EEO/ OFCCP DATA
Only the appropriate users in your HR department should have access to affirmative action data and the reporting tools that produce AA-based reports. Choose an applicant tracking system that promotes collaboration but restricts sensitive applicant data from hiring decision makers to avoid adverse impacts on protected classes of applicants.
Newton’s Approach to Recruitment Compliance
Newton has a strong reputation for designing and developing an applicant tracking system to keep employers safe. Our product team works with recruitment compliance experts, labor attorneys and former OFCCP compliance officers to design Newton’s compliance functionality and to stay current with trends, regulations changes and updates.