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Self Audit Reports

There’s only one corner
of the universe you can
be certain of improving,
and that’s your own self.

—Aldous Huxley

Responsibilities of a Hiring Official

The Vanderbilt Employment Self-Audit Report (SAR) is part of the university’s hiring process (see Recruiting and Hiring Policy). It also serves as a monitoring tool for our affirmative action program. The EAD staff monitors the hiring process and reviews the SAR. The SAR and employment information is maintained on file for two years.

Each Vanderbilt hiring official has an important role in the employment process, which includes maintaining accurate and complete records. All hiring officials share responsibility for meeting the university’s affirmative action goals and objectives. If you are unclear about your responsibilities or need an update regarding Vanderbilt’s affirmative action obligations, please call EAD for further information or to sign up for the Alphabet Soup Seminar taught by the EAD staff.

A completed online application must be on file with Human Resource Services for all applicants, and anyone you consider for a position must be referred by Human Resource Services. All referrals will be displayed on the electronic SAR. An SAR must be completed for each position by the hiring official no later than two weeks after the selection of the successful candidate.

You can assist your recruiter in developing a talent pool that will meet the needs of your area by being specific about the minimum job requirements and by listing the preferred qualifications on the Position Management Form (also referred to as PMF). As the responsible hiring official, you must keep all interview notes and other documentation regarding your decision on file and readily accessible for two years from the hire date.

How to Access the Self-Audit Reporting System

In order to access the SAR system to complete the SAR, you must go to HR's SAR website at: http://hr.vanderbilt.edu/apps/sar/index.htm. Remember that you will have two weeks after the selection of the successful candidate to complete the SAR.

How to Complete a Self-Audit Report

The Self-Audit Report completion instructions can be found in the Manager's Toolbox on HR's website at: http://hr.vanderbilt.edu/toolbox/SAR.htm. Remember that you will have two weeks after the selection of the successful candidate to complete the SAR.

If you have any questions regarding these matters, please call the EAD Compliance Associate at 615-322-6521 or the appropriate Human Resource Services recruiter.

Frequently Asked Questions

What is a Self Audit Report? The Self-Audit Report (SAR) was developed as a means of monitoring compliance with Vanderbilt’s Affirmative Action Program. This form is used for all staff vacancies and is accessed through the Human Resources (HR) website.
Why can’t I see all of the candidates that applied for my position? I was able to see them in the old SAR system. In the new system, EVOLVE, only the candidates that met the qualifications according to the job posting have been sent by the HR Recruiter.
Do I have to include a disposition code for each candidate? Yes, if a candidate was forwarded by the HR Recruiter, there needs to be a disposition code for each.
I entered my data but the information is not there when I logged in later. What happened? You must click the “saved” button when exiting the system. This will allow you to save your changes.
Do I have to include an interview date? I did not interview all of the candidates sent to me. Yes, you must include an interview date in the system. Then, you must enter the appropriate disposition code for why the candidate was not selected.
Why does a candidate’s name appear more than once on the list, and do I need to enter data for each one? It appeared as a duplicate if the application was sent to the manager more than once. You only have to enter the data once.
How long do I have to complete the SAR report? The SAR should be completed no later than two weeks after the selected candidate’s start date.
Can my administrative assistant complete the form for me? As a Hiring Official, you are responsible for completing the information on the SAR.
Can I see all of the open positions within my department? No, you will only be able to view those positions in which you are the Hiring Official.
What kind of comments can I add to a candidate, and who will see those comments? You can give information as to why the candidate was not chosen listing attributes associated with the candidate, such as their level of experience, educational attainments or fit for the department. The comments can be viewed by additional administrators.
Why is my position not listed when I log in? Either one of two things has occurred: 1) the job has been archived already or 2) the wrong VU Net ID for the Hiring Official is in the system. If this happens, you should call the HR Recruiter to verify immediately.
More than one code applies to this candidate. What should I do? Use one code for the disposition and add comments to the candidate.
Do I need to select an SAR code for the candidates that I did not interview? Yes, they also need a disposition code.
When I view the candidates, it seems they already have a disposition code. Do I need to disposition them again? Yes, the disposition code that you are able to see was given by the HR Recruiter. As the Hiring Official, you need to disposition all of the candidates after a selection has been made.
Should I enter an SAR code for the candidate that was hired? Yes, there is a disposition code of “hired” for the chosen candidate.
I entered the two letters of the requisition number in the search tool and there were no results. What happened? At least 3 letters/numbers must be entered in order to return a result.
I need to make changes to the information I entered, but the job no longer appears when I log in. This occurs when the position has been archived. Please contact your HR Recruiter or the EAD for assistance.

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Updated December 2009