Introducing Candidates

According to the Approving Flow you should check the applications at the latest every second day and send a shortlist to the company as soon as you have three suitable candidates. The company has to have a deadline of 7 days to provide you with feedback about them and their decision.

General Things

Set up interview slots (about 6-8) with the EPs. You send these time slots to the company and save them time.

Send all the files (CVs) as PDF format named as “[EP name]-[EP country].pdf“, like “Max Mustermann – Germany“.

Then all files of a batch will be send to the company. Often firms cannot open a zip-folder or rar-folder due to security issues. You may use Google Drive Links (watch out to go for viewing rights for everybody with the link).

The batch can then be sent to the company using our iGT-Mail account. The subject should be of the form: “[Position name] candidates“. You should call the company before you send the profiles and tell him everything that you already write in the email to make sure they understand their responsibility. You should also include an explanation why you selected these candidates.

It is the responsibility of the Accoung Manager to set clear expectations with the company concerning the duration of the process (ask your TL/VP if you are unsure).

Here you can find an E-Mail template for this mail.

Keep also in mind that German companies requiere more professional intereviews than the EPs might be used to. You can send the EPs who have an interview this template.

Important

Give your company contact a “deadline”, until when you expect feedback for the candidates. Ask the person in charge to get back to you within one week. If you haven’t heard back by then, send a follow up mail and call them. Otherwise the process will take too long and applicants will have found something else. In case the company rejected every candidate from the first batch, don't just start the process all over again. Ask for feedback first! What was wrong with the candidates?What needs to change? Then start looking again. When the 2nd batch of candidates is ready, it is forwarded the same way (if needed). If there is also no suitable candidate in the second round, you should again ask for feedback and decide if it is worth trying a third time or if your time would be better invested in another company and raising a new one.

When the company has decided on a candidate and has confirmed the choice to the TN-Manager, we need to communicate the decision to the candidates and his EP manager. Of course, correspondence happens all the time as candidates will ask you about information concerning the position, their application status and many more. This section rather explains who is in charge of writing an acceptance and the denials to the candidates and how to do that.

All candidates wait for a quick response to their applications; therefore the acceptance/denial should not be delayed.

The acceptance procedure is the following:

 Inform Team Leader/ VP about the match
 Inform Reception Team about the match
 Congratulate the candidate and ask him if he accepts via Mail and explaining the next steps and required actions (Acceptance Note (AN), LDA survey, payment). Put the EP Manager in the CC.
 Send EP and Company the After Match Mails
 Approve EP on Expa

When the company has decided on a candidate and the candidate accepted, the starting and ending dates of the internship should be clarified. Now start the After-Match Process

Denials

Unfortunately the biggest part of candidates will receive a denial.

Make sure to have canned mails for denials. Candidates who know that they have been pre-selected can be treated separately than “first-place denials”. Here he denial should be short and precise, but at the same time kind and encouraging (maybe at least use their names and not 'Dear candidate,'). Avoid naming reasons or giving explanations and that it is just that the application does not fit the positions’ requirements. Consider the not selected EPs for other open positions.

You can find a template for the denial here.