If you are contacted by someone who is interested in your department’s vacancy, you should make sure they understand that they cannot be considered for the position until they complete either the online or hard copy application. You can refer them to the online staff job application form or refer them to the human resources office. All applications and resumes that may be sent to you directly should be forwarded to the HR office, where applicant files will be maintained and reply letters or emails sent to each applicant.
You may want to inform them that their application will go through a screening process in human resources and that not all applicants will be called in for testing or interviews. Someone will contact them in the event they are eligible for further screening/testing or an interview.