WorkdayScreening and Evaluation

The search evaluation process typically consists of multiple rounds and necessitates regular communication between the Search Chair and the Search Liaison.

Screening and Evaluation Actions

• Prepare Screening Grid 
• Execute Screening Grid
• Convey Status to Search Liaison
• Additional Evaluation
• Referencing

Prepare Preliminary Screening Grid/Evaluation

Prior to reviewing any materials, the Search Chair prepares a screening grid. The grid is based upon the position description qualifications; some Schools/A&S may have designated formats. Veteran status is treated as a preferred qualification and is considered only for applicants that meet minimum qualifications. Please show the screening grid to a designated reviewer prior to moving forward. Depending on School/Arts & Sciences, the reviewer may be an UHR Business Partner, or Talent Acquisition Partner.

• To export the Candidate Grid to Excel to assist in completing a screening rubric, click the top row, check in the far left-hand box to select all applicants.
• Click the Export to Excel Button on the right side of the Candidate Grid
• Click Download
• This will export all of the data in the Candidate Grid to Excel to allow for copying of the columns into the screening rubric that are relevant/required.

Committee Completes Screening Grid/Evaluation Matrix

Search committee members are encouraged to individually review each application and prepare a separate Screening Grid. The Search Chair then convenes the full search committee, and jointly prepares a grid on behalf of the committee. The committee must agree on a non-selection reason for each non-advancing applicant and the Primary Recruiter should mark reasons in Workday. See Disposition of Faculty Applicants.

The screening grid is intended for preliminary application screening. Separate evaluation tools should be used for subsequent interviews and activities. Typically, the preliminary application exercise yields the “Long List”, meaning a group of individuals invited to first round interviews. Use the following legend to move forward:

• Does not meet minimum qualification: No interview
• Meets (or Likely Meets) Minimum Qualifications: May interview
• Meets Minimum and all or some Preferred Qualifications: May Interview

Search Chair Conveys Applicant Status to the Hiring Official/Search Liaison

Throughout the evaluation process, the Search Chair conveys applicant statuses and non-selection reasons to the Search Liaison for input into Workday. Wherever possible, Search Chairs should choose appropriate non-selection reasons from the pre-approved list. Committees may not remove an individual from consideration for any of the following reasons:

• Applicant location
• Assumptions about job acceptance likelihood
• Assumptions about how long the person would stay in the job
• Assumptions about work eligibility status
• Information or assumptions related to race, color, religion, sex (including gender identity, sexual orientation, and pregnancy), national origin, age, disability or genetic information, or another protected category

Search Liaison Completes Coding/Disposition of Applicants

A Search Liaison with Primary Recruiter access should code applicants as soon as the search has concluded.  

Display of Applicant Status

Internal applicant status updates are, in most cases, not available to the applicant. Below is a chart of internal and external status visibility.

Applicant Status

Internal Application Status  Visible to the hiring official	External Application Status Visible to the Applicant
Declined Offer	Offer Declined
Application received after the published review date	Application received after the published review date
Does not meet qualifications
Hired for another job	Hired for another job
Incomplete submission	Incomplete submission
Falsification of required forms or documents	Application materials under review
Job requisition ended or canceled	Job requisition ended or canceled
Not eligible for hire
Not eligible for work in the US
Other candidate(s) better qualified
Poor oral or written communication skills
Unable to contact candidate
Unable to start in a timely period
Unsuccessful assessment
Unsuccessful background check
Withdrawn	Withdrawn

Once those that were interviewed have been contacted, the search committee should notify the Primary Recruiter to decline the applicants in the system.  Please note, regret email are not sent automatically through Workday to candidates that were not interviewed.

Search Committee Deploys Additional Evaluation Exercises and Tools

The search committee must deploy additional tools to record and synthesize evaluation information after the preliminary application review. Interview guidance is provided within the next section. The taking of extraneous notes is strongly discouraged; any documents associated with evaluation are considered agency records and are subject to audit. We instead recommend utilizing standardized evaluation tools at each stage. Evaluation activities and tool example include but are not limited to:

• Integral tools within the InterviewStream platform
• Writing Exercises and associated evaluation form
• Interviews 
• Interview question/paraphrased response documents 
• Reference check form