Workday Screening 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. Please show the screening grid to a designated reviewer prior to moving forward. 

• 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 individually review each application and share their findings with the Search Liaison. The Search Chair then convenes the full committee to collaboratively prepare the evaluation grid. For every applicant who does not advance, the committee must agree on a non‑selection reason. The Primary Recruiter/Search Liaison is responsible for recording these reasons in Workday. For additional guidance, see Disposition of Faculty Applicants.

The screening grid is used only for the initial review of applications. Additional evaluation tools should be applied during interviews and later stages of the process. This preliminary screening typically produces the “Long List” the group of candidates selected for first‑round interviews. Use the following legend to determine next steps:

• Does not meet minimum qualification: Not interviewed
• 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 communicates applicant statuses and non‑selection reasons to the Search Liaison for entry into Workday. Whenever possible, the Search Chair should select non‑selection reasons from the pre‑approved list.

The following factors must not be considered during applicant evaluation:

• An applicant’s geographic location
• Assumptions about the likelihood that an applicant would accept an offer
• Assumptions about how long an applicant might remain in the role
• Assumptions about an applicant’s work‑eligibility status
• Any information or assumptions related to protected characteristics, including race, color, religion, sex (such as gender identity, sexual orientation, or pregnancy), national origin, age, disability, genetic information, or any other 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

After all interviewed candidates have been contacted, the search committee should notify the Primary Recruiter to decline the remaining applicants in the Workday system. Please note that Workday does not automatically send regret emails to candidates who were not interviewed or applied. Interviewed candidates must be contacted directly by the department or school.

Search Committee Deploys Additional Evaluation Exercises and Tools

After the preliminary application review, the search committee must use additional tools to document and synthesize evaluation information. Interview guidance appears in the next section. Committee members should avoid taking unnecessary or informal notes, as all evaluation‑related documents are considered agency records. Instead, standardized evaluation tools should be used at every stage. Examples of evaluation activities and tools include, but are not limited to:

• Internal tools within the InterviewStream platform 
• Writing exercises 
• Interviews 
• Interview question/paraphrased response documents 
• Reference letters
• Reference check form