Dear Member Schools, 

One of the key factors in attracting and retaining top talent is how we communicate with potential candidates throughout the hiring process. Too often, schools fall short in providing timely updates, leaving candidates uncertain about their status and questioning our commitment to their employment. 

The peak recruitment season [Jan - May] can be quite hectic. Some positions can yield as many as 75 applications.  Most HR departments are a team of one, so we understand not having the time or capacity to respond to every inquiry. 

Having said that, clear and consistent communication—whether acknowledging receipt of an application, providing status updates, or notifying candidates of next steps—is essential in fostering a positive candidate experience and strengthening our reputation as an employer of choice.

At a minimum, schools should be acknowledging every application. To the extent that it can, also inform every candidate when  the position has been filled. 

A simple email like the one below can make all the difference:

Subject: Application Acknowledgment – [School Name]

Dear [Candidate’s Name],

Thank you for your interest in employment at [School Name]. This email confirms that we have received your application for [Position Title] and will review it in the coming weeks.

If your qualifications match our needs, we will contact you to discuss the next steps. Otherwise, we will keep your resume on file for [time frame] and review it against future openings.

Please feel free to check our Careers page [insert link] for updates on available positions. 

No phone calls, please.

We appreciate your interest in [School Name] and wish you the best in your job search.

Best regards,

[Your Name]
[Your Position]