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Data Standards

Add/Update Personal Data for an Applicant

Description: Record an applicant’s personal information. Applicant personal data usually scans from the Employment Registration forms; however, occasionally you may need to manually enter the information. Also, you may want to make a simple update or correction without asking the applicant to complete another form. Please refer to Recruit Workforce CBT for more detailed information.

Menu Path: Go, Develop Workforce, Recruit Workforce (U.S.), Use, Applicant Personal Data

APPLICANT PERSONAL DATA 1 PANEL

Data Fields Comments Impact of Error

Name:
  • Use standard name format:

Lastname,Firstname Middleinitial

  • Examples:

Jones,John M Jones IV,John Jones-Smith,Jane A

 Wrong name on record affects data retrieval.

Prefix:
  • Optional use
  • No period after prefix (i.e. Mr)
  

SSN:
  • Enter applicant’s social security number OR
  • Contact DPS for an assigned number
  • SSN required for active employees
  • Improper data storage and retrieval.
  • Possible rejection

Home Address 1:

 Enter applicant’s home address May impact delivery of paycheck or advice for an active employee

City:

 Enter city of home address Incorrect data

State:

 Enter state of home address Incorrect data

Zip:

 Enter zip code of home address Incorrect data

Edit Mailing Address:
  • Optional use
  • Enter mailing address if different from home address
  • Only agency personnel office staff should edit this information for active employees
 Could delay or prevent paycheck or advice delivery for an active employee

County:

 Optional for applicants; required for employees May affect employee eligibility for health insurance

Country:

 Retain default value or enter country if not USA  

Phone:

 Enter applicant’s daytime phone number Incorrect data

Other Phone Numbers:
  • Optional use
  • Enter other phone numbers provided by applicant
  

APPLICANT PERSONAL DATA 2 PANEL

Data Fields Comments Impact of Error

Gender:

 Click on appropriate gender or "unknown" Incorrect data

Age 18 or over:

 Retain default value or click checkbox off if appropriate Incorrect data

Highest Education Level:

 Retain default value or enter highest education level Incorrect data could affect future selection for positions

Referral Source:

 Optional fields  

Eligible to Work in U.S.:
  • Default is "on"
  • Applicant must be eligible
 Applicant must be eligible

Disabled Veteran:

 For use only by DPS or authorized agencies  

Ethnic Group:

 Select ethnic group or" none" Incorrect data

Military Status:
  • Default is "not indicated"
  • Only DPS or authorized agencies should change status
  

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Page last modified on: June 29, 2012