| Too many
applicants?
If you are lucky enough to have more applicants than you
can accommodate (typical class sizes are 15-25 participants),
you will need to reduce the number to a manageable size. There
are two basic approaches to this procedure: either first come,
first served, or screening the applicants to create a group
that is respresentative of your community as a whole. If you
decide the balance the group demographically, you may choose
to consider:
- Residency: Some communities give preference to those who
live in the municipal limits; others extend that preference
to those who live or work in the muncipal limits.
- Neighborhood: Some communities try to balance out the
group so that all areas of the community are represented.
- Age
- Race
- Gender
This process of narrowing down the group is usually handled
by the academy coordinator but sometimes by a small committee.
In these cases the mayor or commission chair and manager may
get involved; in other cases, a group of mid-level staff members
(such as division heads from human resources, public works,
and parks and recreation) make the choices so that the selection
is less susceptible to claims of favoritism. If you believe
the selection process is likely to be carefully scrutinized,
be proactive and make the process as fair as possible.
Applicants who are NOT selected are generally offered a slot
on a waiting list, should one of the successful applicants
withdraw before the start of the program, and may be offered
a guaranteed slot the next time the program is offered.
Notifications
As applications begin to arrive, you may choose to acknowledge
them (by e-mail or by letter). Click
here to view or download a sample acknowledgement letter.
At the close of the application period, you should narrow
the group if necessary and promptly mail out notifications
to both the successful and unsuccessful applicants. In this
letter, provide all the information they will need to arrive
prepared for the first session. A reminder phone call or e-mail
the day before the first session may be appreciated, as well.
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