An application-screening matrix helps employers compare written applications against the same job-related criteria before deciding whom to interview. Define the criteria and evidence standard first, then record what each application actually demonstrates.
Screening is not the same as an interview scorecard. At this stage, the evidence comes from the documents and permitted application responses. Do not invent information to fill gaps or treat an absent keyword as proof that someone cannot do the work.
Choose a small set of role-based criteria
Use the approved job description to identify essential checks and capabilities. Separate a genuine mandatory licence from a preference for a particular background. Ask why each criterion is necessary and how an applicant could demonstrate it.
The business.gov.au recruitment guide recommends assessing applications against selection criteria. Your matrix should make that comparison visible rather than replacing it with a vague “culture fit” score.
Agree who screens, how uncertainty is handled and what information should not influence the decision. Consider appropriate adjustments and avoid unrelated personal assumptions. JobAccess provides guidance on accessible recruitment assessment.
A blank screening matrix
| Criterion | Evidence sought | Application evidence | Assessment | Follow-up |
|---|---|---|---|---|
| Essential role requirement | Specific licence or qualification, only where genuinely required | Record what was provided and what remains unverified. | Confirmed, unclear or not demonstrated | Identify verification needed. |
| Records accuracy | A relevant example of checking information | Note the applicant’s stated action and result. | Use the agreed descriptive scale. | Note a focused interview question. |
| Communication | Evidence relevant to the audience and task | Record the example, not writing polish alone. | Use the same scale for all applicants. | Identify any missing detail. |
| Work coordination | Evidence of priorities, handover or task organisation | Record responsibility and context. | Use the same scale for all applicants. | Identify clarification required. |
The model is original and illustrative. It is not a universal hiring standard, validated test or instruction to collect sensitive personal information.
Use descriptive assessments
A simple scale might distinguish Not demonstrated, Partly demonstrated and Demonstrated. Define those terms before reading applications. If weights are necessary, agree them before assessing candidates and explain why they reflect the role.
Do not let a high total erase an unresolved mandatory requirement. Equally, distinguish “not stated in the application” from a confirmed absence. Decide whether a permitted clarification or later check is appropriate under your process.
A fictional screening example
A fictional applicant writes that they maintained a booking register but gives no detail about checking changes. The screener records the stated task and marks accuracy evidence as partly demonstrated. The follow-up question is, “How did you verify a change before updating the register?”
Another applicant gives a specific checking example from volunteering. The screener assesses its relevance rather than dismissing it because it was unpaid. Neither candidate is assigned a personality label or automatically selected by software.
The example illustrates evidence recording only. It does not create an employer obligation to interview a particular applicant or decide every uncertainty in the same way.
Review decisions and protect the record
Compare a sample of assessments between screeners to identify inconsistent interpretations. Record reasons for progression and non-progression using job-related evidence. Keep access limited and apply the organisation’s relevant privacy and retention obligations.
Brisbane Olympic Jobs does not provide automatic candidate matching or AI recruitment decisions. Employers remain responsible for their selection process and appropriate checks.
Use BOJ employer information for the current platform route and our business planning guide for broader workforce context. An interview scorecard can later assess spoken evidence; it should not silently rewrite the original screening record.
