Sometimes the status of "On Hold" will make sense for a mentor applicant. A mentor applicant may need more time to think about committing to a 2-year program. They may have family, work, or travel obligations that prevent them from continuing in screening. Or the mentor applicant may need extended time to gather materials for the background check and a pending investigation. 

If you are unsure whether to place a mentor applicant on hold, please reach out to your manager. Keep in mind that this status should be reserved for mentor applicants that are motivated to complete the screening process at an agreed future date.

Once you have determined an applicant should be placed on hold, refer to these steps and document in Salesforce:

• The On Hold Summary section in Salesforce houses information pertaining to on hold applicants. This is where you will record the information for your applicant.
• Decide on a future date that works for the mentor applicant to continue in screening. Let the applicant know we will reach back out to them at that time. The time frame should typically be around 3 months up to a year. Please do not place applicants on hold for more than 1 year. Remember to input the On Hold Follow-up Date in Salesforce.
• Gather any useful information about why the applicant needs to be placed on hold and input these details in the On Hold Follow-up Action section in Salesforce. Include the date you wrote the note and your initials. Make sure the Status Before Placed On Hold is inputted as well.
• Log any emails that reflect your on hold communication with the mentor applicant.
• Check the Screening On Hold report regularly to keep track of your On Hold applicants. 

How On Hold automated outreach works:

• The On Hold Follow up Date in Salesforce will determine when the first email goes out to the mentor applicant. You will see the automated email logged in the Activity History in Salesforce. The mentor applicant receives this messaging.
• If the mentor applicant responds to any automated emails, please update Salesforce accordingly. If they want to continue in screening, change the status to their previous status before going on hold (i.e., SAC). If they cannot move forward, please change the status to either Self Withdrawal or Staff Withdrawal.
• 7 days after the first automated email goes out, a follow up email will go out automatically. If you still do not hear back from the applicant within a week, change the status to Staff Withdrawal, mark Stage of Withdrawal/Rejection as On hold, and mark Reason for Withdrawal/Rejection as unresponsive during screening.

Please note that although 2 automated emails go out to mentor applicants, the screener must change the status of their mentor applicant manually. Remember to change back to SAC/SAI if they want to continue in screening, Self Withdrawal if they do not, and Staff Withdrawal if they are not responsive.