by Toni Talbot, SPHR

Take a look at your application form. How long have you been using it? Have you been using the same form for 10 years? 20 years? Has it has been photocopied so many times that it is barely legible? Did you buy it off the shelf at the local office supply store? Does it contain questions that do not apply to the concrete industry? Is it missing questions that are imperative to the industry and your ability to make a good hiring decision?

The application form is the first document potential employees see. It can create either a positive or negative impression on the applicant of your company. It written correctly, the application can be an extremely useful tool to make the hiring decision. However, if it asks the wrong questions, failed to give the right notifications, or doesn't provide for the right releases, it can be your worst enemy.

Why do companies need an application?
To gather important information.
The application requires individuals to "testify" as to the accuracy of the information they are providing to help you make the right hiring decision. Resumes can be and many times are works of fiction. At the least, key information is often excluded. The application requires individuals to provide information such as, pay rate, supervisor's name, reason for leaving, and any history of an involuntary termination, all of which are not on a resume.

A good application will also ask information important to the company. In the concrete industry, the application should include gather information regarding driver's license number, driving record, convictions, and licensure (for mechanics).

To communicate important information.
The application not only gathers information, it gives information. It formally advises the applicant that if the information he provides is false, he could be terminated. It provides a release to obtain information verifying the facts provided and it advises applicants of their rights regarding equal employment opportunity. It sets limits to the period of time an application will remain active. This provides some protection against claims of discrimination in hiring. It also advises applicants of the company's status as an at-will employer when applicable.

How do you use the application?
The application should be fully completed and signed by the applicant prior to the interview. Managers should review the application in advance and look for any red flags that should be questioned in the interview. Don't be afraid to ask questions that will clarify or expand aspects of the application. Make sure you ask applicants to explain the reasons for leaving each job.

More than likely, this is the only source of information you will have on this applicant. The information gathered should be what you use as the pivotal point in the selection process.

How long to retain applications.
Applications of individuals not hired must be retained for a minimum of one year. If you hire the individual, retain the application in the personnel file for as long as you keep the file.

Applications are an important part of the employment relationship. An application that is customized to the needs of the concrete industry and to the needs of your company will be a more effective tool in the hiring and employment process. Conversely, an application that is outdated, asks inappropriate questions, or provides incorrect information can be a weapon in the hands of a plaintiff attorney or the equal employment opportunity commission.