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Home > Guides > User Guide > Managing Applicants > Demographics

Demographics

Page Location: Applicant File > Demographics

The Demographics Page holds sensitive information about the applicant and usually has tight security surrounding it. A copy of the text resume is held here for a quick review as needed. Users might need to come back to this page before hiring an applicant into a HR System because the SSN, Birth Date, or other information might be required for the transfer.

The demographics page is split into three tabs and each has separate security in Group Security.
To see the "Demographics" tab, security must be set to "View" or "Update"
To see the "EEO" tab, security for this option must be set to "View" or "Update"
To see the "Resume" tab, security for this option must be set to "View" or "Update".

Items marked as "Available in Self Service" can be set up to be viewable in the Self Service module IF it is configured to do so. 

Demographics Tab

Field Value  Available in
Self Service
First Name First Name of the Applicant or Employee.
This is used as a search filter in "Find Applicant"
Contact Info
Middle Name Middle Name of the Applicant or Employee. Contact Info
Last Name Last Name of the Applicant or Employee.
This is used as a search filter "Find Applicant"
Contact Info
Nickname Name the person prefers Contact Info
Previous Name Maiden or alternative name under which the person is know.
This is often referenced when preforming background checks.
Contact Info
Home Phone  Home Phone number of the Applicant or Employee.
Will be shown as the "Phone Number" in results pages if the "Primary Phone" is set to "Home". 

The phone number field is not formatted - so any number can be entered. However, when the number is displayed on the various pages, if it is 7-characters long it will display x x x - x x x x.  If it is 10-characters long it will display as (x x x) x x x - x x x x.  If it is any other length it will display as it is typed in on the page.
Contact Info
Work Phone Work Phone number of the Employee.
This field is not shows to applicants but is often used once the employee is hired.
Will be shown as the "Phone Number" in results pages if the "Primary Phone" is set to "Work".

The phone number field is not formatted - so any number can be entered. However, when the number is displayed on the various pages, if it is 7-characters long it will display x x x - x x x x.  If it is 10-characters long it will display as (x x x) x x x - x x x x.  If it is any other length it will display as it is typed in on the page.
 
Extension Work Extension for the Employee.
This field is not shows to applicants but is often used once the employee is hired.
Will be included with the "Phone Number" in results pages if the "Primary Phone" is set to "Work".
 
Cell Phone Cell Phone number for the Employee or Applicant.
Will be shown as the "Phone Number" in results pages if the "Primary Phone" is set to "Cell".

The phone number field is not formatted - so any number can be entered. However, when the number is displayed on the various pages, if it is 7-characters long it will display x x x - x x x x.  If it is 10-characters long it will display as (x x x) x x x - x x x x.  If it is any other length it will display as it is typed in on the page.
Contact Info
Fax Fax Number for the Employee or Applicant. Contact Info
Home Email Personal email address for the Applicant or Employee.
Will be shown as the "Email"  in the results page if the "Primary Email" is set to "Home".

If the "Primary Email" is set to "Home" AND email address is selected as the Self Service login, this is the field which is used as the Login ID.
Contact Info
Work Email Work email address for the Employee.
Will be shown as the "Email" in the results page if the "Primary Email" is set to "Home".

If the "Primary Email" is set to "Home" AND email address is selected as the Self Service login, this is the field which is used as the Login ID.
 
LinkedIn URL Stores the URL for an applicant's LinkedIn Profile.  Once loaded, the user can click on the link to view the profile and this field can be added to emails and some other views. Contact Info
Street 1 First line of the home address for the Applicant or Employee. Contact Info
Street 2 Second line of the home address for the Applicant or Employee. This is generally the Apartment number. Contact Info
City Home city for the Applicant or Employee. Contact Info
State/Province Home state or province for the Applicant or Employee. Contact Info
Zip/Postal Code Home zip or postal code for the Applicant or Employee. Contact Info
Country Home country for the Applicant or Employee. Contact Info
Primary Phone Select from "Home", "Work" or "Cell" to specify which phone number should be used to contact the Applicant or Employee.  This will control the results table displayed after searching for an individual. Contact Info
Primary Email Select from "Home" or "Work" to specify which email address should be used to contact the Applicant or Employee. This will control the results table displayed after searching for an individual, which email will be used when sending communication and which email address when be used for verification of the login ID on the Self Service module if "Email Address" is selected as the login ID. Contact Info

EEO Tab

This page is used to track and maintain personal information related to the applicant/employee record.  Often, this tab is limited to a small group of people who MUST see this information.

NOTE: All EEO fields will show on this tab even if the information is not being collected with the online application. Cyber Recruiter is compliant with EEO regulations – to learn more about the regulations please visit - http://www.eeoc.gov

May of the items on this tab have an option for "Info Withheld".  This signifies that the individual was given the option to provide this information but chose not to do so.

All fields are viewable by the individual on the Personal Information page if access is granted in setup.

Field  Value 
Hispanic/Latino "Yes" or "No" depending on if this individual is classified as hispanic.
Race Detail on the ethnic origin of the individual. 
Gender "Male" or "Female" or "Gender X"
Marital Status "Single", "Married", "Divorced", "Widowed", "Domestic Partnership" or "Other".  This field is often used when passing information over to an HRIS system but not for general applicant tracking.
SSN/SIN

Enter up to 11 characters (9 numbers and the dashes in the correct location) which will be used for the personal identification number.  This is passed to may of the HRIS systems and is often used when submitting background check requests. The field will ONLY display the last for numbers of the SSN/SIN.

 

NOTE: This field is required if using the integration to Sage HRMS.  It is used as a duplicate check with the HR database and must be completed prior to starting the transfer process.

Birth Date Enter the birth date of this individual.  This is often passed over to HRIS system and is used when submitting background check requests.
Veterans Information
Vietnam Era Veteran "Yes" or "No" or "Info Withheld" depending on if this individual is classified and has answered the question.

Note: As of March 24, 2014 this field status is no longer a protected status and this information does not need to be collected from the applicant.
  Active Duty Wartime or Campaign Veteran "Yes" or "No" or "Info Withheld" depending on if this individual is classified and has answered the question.
  Recently Separated "Yes" or "No" or "Info Withheld" depending on if this individual is classified and has answered the question.
  Disabled Veteran "Yes" or "No" or "Info Withheld" depending on if this individual is classified and has answered the question.
  Special Disabled Veteran "Yes" or "No" or "Info Withheld" depending on if this individual is classified and has answered the question.

Note: "Special Disabled Veteran" is not a field needed to comply with OFCCP regulations but rather is listed in order to provide an additional field needed on some Veterans reporting for some clients.  If this field is not needed by your organization, don't add it to the Personal Information page. If it is added and collected on the Personal Information page, this information can pass over to Costpoint during the new hire process.
  Armed Forces Service Medal Veteran "Yes" or "No" or "Info Withheld" depending on if this individual is classified and has answered the question.
  Protected Veteran "Yes" or "No" or "Info Withheld" depending on if this individual is classified and has answered the question.

NOTE: This is legally the only question which can be asked of the applicant during the application process.  As such, this is the only field which is currently part of the Personal Information page for the applicant's view.  The additional Veteran fields listed on this page are for tracking purposes once the individual has been made an offer and if they need to be pushed to an HRIS system. 
Disability Information  
Disability Form Response "Yes" or "No" or "Info Withheld" depending on if this individual is classified and has answered the question.
  Disability Form Signature Signature entered on the Self Identification of Disability form.
  Disability Form Date Date the information was entered on the form

Resume Tab

This tab displays a copy of the individuals text resume for quick reference.


See also