WebBased Voluntary Applicant Statistical Data Form VASDF

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Web-Based Voluntary Applicant Statistical Data
Form (VASDF)

• New Process Training

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Important Information

• All vacancies posted after December 2, 2002 will
  use the web-based Voluntary Applicant Statistical
  Data Form (VASDF).
• Information on the process will always be
  included in the email sent to you when a position
  in posted.
• Contact the Office of Equal Opportunity and
  Diversity with questions, 4-7612 or
  eodoffice_at_iastate.edu

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Whats new about this process?

• You will no longer receive a VASDF in the email
  sent to you when a position is posted or
  business-reply envelopes from Equal Opportunity
  and Diversity (EOD). You will no longer send out
  printed copies of the VASDF to applicants.
• You will now send the EOD memo, its web address
  or link which will direct all applicants to the
  new online VASDF.
• The EOD memo includes information on the Campus
  Security Act and the Immigration Reform and
  Control Act. You did not need to include this
  information in your acknowledgment letters.

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Information about the VASDF

• The Federal Government requires ISU to collect
  gender and racial information on all applicants.
  So, it is mandatory that all applicants receive
  the VASDF information.
• You must send an acknowledgement of receipt of
  application materials to all applicants (even if
  the application is late or incomplete). This
  acknowledgement needs to be sent soon after the
  application is received.
• This acknowledgement must include the EOD memo,
  its web address or link which will direct all
  applicants to the new online VASDF. You can also
  include acknowledgement/information from your
  department.

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3 Ways to Send Out the VASDF

• HTML-only version
• (web link sent via email)
• Email-HTML version (email memo)
• Print version

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HTML-only version

• Send an email to applicants directing them to
  the URL containing the memorandum
  www.hrs.iastate.edu/VASDF/VASDF_MEMO.doc . The
  memorandum itself directs applicants to the
  online data form. You can also include other
  information from/about your department.
• Remember to add the Vacancy ID number in your
  email.
• If you use this format your email might look
  something like this

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(No Transcript)
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Email-HTML version

• Copy the text of the memorandum at this URL,
  www.hrs.iastate.edu/VASDF/VASDF_MEMO.doc and
  paste it into an email from the hiring department
  official, then send the memorandum email to
  each applicant
• Remember to add the Vacancy ID number in your
  email.
• If you use this format your email might look
  something like this

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(No Transcript)
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Print Version

• If the applicant does not provide an email
  address, you will need to use this version
• Open the Word version of the memorandum, select
  File Save As to save it to your own computer,
  type in your vacancy number, print it, then send
  it out in hard copy via postal mail with your
  acknowledgement letter.
• If you use this format your letter might look
  something like this

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(No Transcript)
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Please remember

• No matter which way you choose to send out the
  memo, you need to include the Vacancy ID number
  in the information to the applicant, either in
  the subject line/text of the email or on the hard
  copy of the memo.
• The applicant will not be able to complete the
  form without the Vacancy ID number.

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What about the applicants?

• What if the applicants dont have access to the
  internet?
• The memo instructs them that if they have any
  problems with the system, to contact Equal
  Opportunity and Diversity. We will then send them
  a printed version of the VASDF and a business
  reply envelope.

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What will the applicants see when they go to the
website listed in the memo?

• When an applicant reads through the memo and
  clicks on the link within the memo, they will see
  the following webpage

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• After the applicant reads through the information
  and proceeds to the forms, this is what they will
  see

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(No Transcript)
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Final Thoughts

• To increase the number of applicants that provide
  email addresses when applying, you may consider
  requesting their email address in your
  application instructions for advertised
  positions.
• Language to consider using
• For communication purposes, please provide an
  email address in your application materials.

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• If you have any questions or difficulties,
  contact Equal Opportunity and Diversity, 4-7612
  or eodoffice_at_iastate.edu