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Human Resources » Recruitment » Frequently Asked Questions

Frequently Asked Questions



  1. What is an applicant tracking system?
  2. Why did the University of Tennessee implement a new system?
  3. What other employers use this system?
  4. Where did the idea for a new system come from?
  5. How does the new applicant tracking system benefit job seekers?
  6. How does it benefit staff tasked with filling positions?
  7. Are open faculty positions searchable in the new system?
  8. Is training available for learning to use the new system?
  9. Who can I call with questions?


1. What is an applicant tracking system?

An applicant tracking system is an online program used to monitor and coordinate job openings and applications and help manage recruitment needs.

Jobs are posted online and candidate resumes and applications are stored inside the program’s secure database to permit effective searching, matching and routing of applicants by HR staff.

Applicant tracking systems help reduce inefficiencies by automating processes and allow for better and faster recruitment decisions.

2. Why did the University of Tennessee implement a new system?

Recruiting and retaining a talented workforce are critical to the University’s success, and maintaining an up-to-date and effective hiring system is necessary to achieve those goals.

Prior to launching the new system in January 2012, each campus and institute used different methods for online recruitment, and there were several reasons why it was important the University transition to a more streamlined approach.

The new applicant tracking system integrates open staff positions across the University into one, easy-to-navigate database.

The new system offers improved efficiency and effectiveness of recruitment efforts statewide and benefits both job seekers and staff tasked with filling positions.

3. What other employers use this system?

Some employers using the same system include Georgia Tech, Cornell and Purdue universities, Target and Hilton Hotels.

4. Where did the idea for a new system come from?

The University’s System Human Resources office identified the need for an up-to-date recruiting and hiring system and included the project in HR’s five-year strategic plan.

The implementation for staff was approved statewide by the president and campus and institute leaders.

5. How does the new applicant tracking system benefit job seekers?

Current and prospective employees can search open positions by location and entity, upload required materials and submit employment forms after accepting a position.

Internal applicants can apply for positions faster and easier because the system automatically adds information the University already has on file.

All applicants can check their application status electronically, and job postings are removed automatically once positions are filled.

6. How does it benefit staff tasked with filling positions?

With the new system, it is easier to post jobs, search applicant materials and request and receive necessary approvals from HR throughout the hiring process.

The new system also allows HR and equity and diversity staff to review important hiring trends such as time-to-fill and diversity metrics and analysis of why applicants decline job offers.

7. Are open faculty positions searchable in the new system?

No. The January 2012 phase of implementation included staff positions only. Faculty positions will be implemented later.

8. Is training available for learning to use the new system?

All employment and recruitment officers, hiring managers and IRIS department specialists were trained prior to the launch. Additional tutorials and frequently asked questions are available within the system.

Frequently asked questions and tutorials also are available within the system for job seekers, and staff contact information is listed for additional questions.

9. Who can I call with questions?

Questions, comments and suggestions are welcome and should be directed to campus and institute human resource officers or emailed to systemhr@tennessee.edu.

The HR Call Center also is available to answer questions and can be reached at (888) 444-UTHR.

Human Resources Officers

UT Chattanooga
Human Resources Center,
Dept 3603
720 McCallie Avenue
Chattanooga, TN 37403
(423) 425-4221
(423) 425-4574 fax

UT Knoxville
224 Conference Center Building
Knoxville, TN 37996-4125
(865) 946-8847
(865) 974-8372 fax
hr@utk.edu

UT Health Science Center
910 Madison Avenue, Suite 722
Memphis, TN 38163
(901) 448-5600
(901) 448-5170 fax
hr@uthsc.edu

UT Institute of Agriculture
212 D Morgan Hall
2621 Morgan Circle Drive
Knoxville, TN 37996-4525
(865) 974-7245
(865) 974-0882 fax

UT Institute for Public Service
105 Student Services Building
Knoxville, TN 37996
(865) 974-6621
(865) 974-1528 fax

UT Martin
112 Administration Building
Martin, TN 38238
(731) 881-7845
pbright@utm.edu

UT Space Institute
411 B. H. Goethert Parkway, MS-11
Tullahoma, TN 37388-9700
(931) 393-7226
hr@utsi.edu