We are here to support your program.

Predeadlining and Deadlining Mentor Applicants

Occasionally, mentor applicants fail to complete all the necessary steps of the screening process. They can become unresponsive, hard-to-contact, or they follow-up intermittently while missing interview and background check appointments. In such cases, the Screener may need to create a timeframe for withdrawal. The following outlines the predeadlining and deadlining strategy for such applicants.

Predeadlining Applicants

What is a Predeadline?

A predeadline is a soft attempt to rally an applicant that has been hard-to-contact[LG2] or inconsistent. A predeadline email is both a soft-check in and an informal warning that we noticed an applicant is not following through with the screening process. The available email template may be edited based on that mentor applicant’s individual situation. Its goal is to gently urge an applicant to actively participate in the screening process.

When should a screener Predeadline an applicant?

  1. After three weeks of no contact from an applicant when there are outstanding screening steps (ex- need to schedule an interview, update definitions, complete the application, submit a TB form, or get fingerprinted etc). The screener will have sent multiple follow up emails, has called the applicant at least once, and has ensured all alternate email/phone options have been tried.
  2. When an applicant has been responsive but has missed three interview appointments or three background check appointments/check-ins or has not followed through with next steps. Consult with your manager about missed appointments, as coaching out may be a more appropriate step, depending on the applicant’s circumstances. Please see the coaching section at the end of this article. 

Steps to Predeadline:

  1. Once the conditions above are met, or you have discussed the applicant with your supervisor, send the applicant the templated “predeadline” email via the Salesforce email widget.
  2. Make sure the email is logged in the applicant’s activity history.
  3. Update the "Deadline note field" with the Predeadline date and next steps. Sign the note with your initials.
  4. Set a reminder to send the applicant a deadline email if they fail to respond. 
    1. If the applicant does not respond in one week, formally deadline the applicant.
    2. If the applicant does respond, take appropriate next steps.
      • Self-withdraw the applicant.
      • Guide the applicant through outstanding screening steps
  5. Bring the applicant to the next local Recruitment/ Screening team round up. Discuss the applicant with the team, asking for regional insight. Act as needed based on those discussions.

Deadlining Applicants

What is a Deadline?

A deadline is a time-bound, final attempt to resuscitate an unresponsive applicant. The deadline is a formal warning that if the mentor applicant does not act, their application will be withdrawn. This email includes a hard deadline for applicants to complete their remaining steps.  As with the predeadline template, the email can be edited based on that mentor applicant’s individual situation. The goal of a deadline email is compel the mentor to actively reengage in the screening process.

When should a screener Deadline an applicant

  1. A week after the Predeadline email if the applicant did not respond to the predeadline. 
    1. After sending the predeadline email and before deadlining, screeners must call applicants to notify them of their status and inquire if they are interested in the program. Make sure to highlight their application will be withdrawn unless they complete their outstanding steps.[LG5]
  2. When an applicant has been responsive, but has missed three interview appointments, three background check appointments/ check-ins, and has already been predeadlined. 
  3. Sometimes a mentor who has been deadlined will respond, but then fail to follow through. When this happens, repeat the deadlining process once more with a slightly abbreviated timeframe and reframed wording (this can be case by case), where immediate attention to outstanding items are needed to move forward. This is considered their last chance before a formal rejection may need to take place. Discuss this with your manager. 

After the deadline email:

  1. If the applicant doesn’t respond to deadline email by the deadline instructed date[LG7], staff-withdraw the applicant from Salesforce and PETS if they are an NYC applicant.
  2. Update the "Deadline note field.”
  3. In some cases, it may be appropriate to send one final email the day of the deadline. This email reminds the applicant that there is still time to reengage, and they are a desired addition to our community. VIPs should be sent this email along with any other applicants a screener is particularly interested in saving.

Other considerations

  • Time frames are subject to change based on seasonal urgency.
  • In some regions, it may be appropriate to discuss an applicant with the regional recruitment team before formally deadlining or withdrawing an application. Depending on the regional team’s relationship with that applicant, they may attempt to reach out personally. This should be discussed during the Screening/ Recruitment Check-ins.
  • While this procedure is the general strategy for dealing with unresponsive mentors, remember that each mentor applicant is unique. Please speak to your supervisor if you have any questions or concerns about applicants, or if you think a different strategy may be more appropriate. 
  • Remember to log ALL contact attempts in activity history.
  • If an applicant has been deadlined, but then responds, they are not automatically considered a viable mentor candidate. Their behavior does reveal something about their ability to be a safe, reliable and consistent mentor. Take this into account when continuing screening. It may be appropriate to ask questions about their schedule and their ability to commit.

Deadline with Action

Sometimes a mentor applicant responds to the deadline process with very little context as to their timeline and lingers on next steps.   If this occurs, we send them an email called “Deadline With Action.” Rather than simply asking them to respond to confirm their continued interest, we require that they take a certain screening step by a pre-determined time. If they do not complete that step by the proposed deadline, we withdraw the application. They have been informed of this withdrawal in their email, so no need to reach out notifying them of that. If an applicant is clear about a special circumstance they're having that affects their timeline, screeners may work with them on that as long as they seem to be following through.

Coaching Emails

Sometimes a mentor applicant responds to the deadline process but becomes unresponsive for a second time. In these cases, we send a coaching email for these applicants which outline the importance of consistency in our program.  Given the lack of engagement to get to this point, the screener will make a yellow flag. If the applicant responds with self-awareness and can move forward efficiently, the flag can be resolved. If doubts are raised, do chat with a manager. This coaching email acts as a pseudo second pre-deadline. If the applicant does not respond to your email within one week, send them a short but personalized deadline kindly asking that they respond by an assigned date and reiterate that if you do not hear from them, we will withdraw their application.