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Email Template Decision Chart
A chart of CSOD email templates used in hiring processes.
| CSOD Email Template Title | Employment Category | Sender | When To Use | Send To: | Required or Optional |
|---|---|---|---|---|---|
| 1. Non-Interview Notification – Academic Positions Only | AP and Faculty | HR Search Coordinator | Use this template for Academic positions. Unlike Civil Service positions, applicants in AP/Faculty searches are not reviewed by IHR for minimum qualifications. | This email should be sent to applicants who will not be offered an interview. | Required |
| 2. Requisition Closed Without Hire – Notification to All Applicants | All Employment Categories | HR Search Coordinator | Use this template when a requisition is withdrawn, and no hire is made. | All applicants should be notified that the position will not be filled. | Required |
| 3. Hire Completed – Notification to Remaining Applicants | All Employment Categories | HR Search Coordinator | Use this template after a final candidate has accepted the offer. | Applicants who were qualified (Ready for Referral) but never interviewed. Finalists who were interviewed but not selected. |
Required |
| 4. Optional Dept Use – Search Status Update (Thank You for Your Patience) | All Employment Categories | HR Search Coordinator | Use this optional template as a courtesy update when a search is taking longer than expected. | All applicants who are waiting on a status update. | Optional |
| 5. Optional Dept Use – Post-Interview Regret | All Employment Categories | HR Search Coordinator | Use this optional email to thank applicants for interviewing and inform them that another finalist was selected. | Applicants who interviewed but were not selected. | Optional |
| 6. Optional Dept Use – Finalist Still Under Consideration | All Employment Categories | HR Search Coordinator | Use this template to notify finalists who were not selected initially but may still be under consideration. | Strong candidates that you would like to keep engaged in case the top choice withdraws or declines. | Optional |
| 7. Optional Dept Use – Not Moving Forward | All Employment Categories | HR Search Coordinator | Use this template for applicants who are not advancing to the next round but are not fully eliminated. | Any applicant that may be reconsidered if top finalists are no longer viable. | Optional |