Selection, Hiring Proposals and Contracts

Referencing for Full-Time Faculty Positions

As noted in the Long List Interviews and Referencing Section, reference letters are requested by the Primary Recruiter when Parallel Reference Checks task is selected in the Workday business process for full-time candidates on the "Long List Interview Pending" stage. Reference check calls are encouraged and should be directed to individuals who can speak knowledgeably to the question "Do you know any reason why this candidate should not be hired to teach by W&M?".  Information on Reference check calls is found in the Screening and Evaluation Section. All referencing activities must conclude prior to initiating a Hiring Proposal.

Referencing for Adjuncts and Postdocs

Since adjunct and postdoc positions do not utilize reference letters, the university requires reference check calls. Please see the Screening and Evaluation section for instructions. All referencing activities must conclude prior to initiating a Hiring Proposal.

Final Selection

Typically, the Search Committee’s charge is to present multiple finalists who meet the position requirements as viable applicants. The listing of finalist should contain a summary of strengths they have and list any concerns about the applicant. The search chair should meet with the dean to review this summary and provide a recommended order in which to make offers. As the hiring authority, Deans have the final decision on all tenure-eligible offers of appointment.

Applicant Coding for Finalists (Reasons for Non-Selection/Disposition)

The Search Liaison is responsible for updating applicant statuses within Workday. Instructions can be found in the Screening and Evaluation section. Coding must be complete prior to submitting a Hiring Proposal; each applicant should display one status. 

Begin the Hiring Proposal Process

Once a leading candidate is identified, the Search Liaison gathers recruitment records (See Recruitment Documents) and begins a Hiring Proposal. The purpose of the Hiring Proposal is to secure internal approvals for the offer and to set in motion essential behind-the-scenes hiring actions. Schools/A&S may not extend verbal or written offers, to include Letters of Intent, before obtaining Hiring Proposal approvals.

Typically, the hiring authority (dean) initiates a call with a verbal offer for the position. This call serves to:

• Confirm the applicant is interested in the position
• Outlines the salary, start-up support, and benefits for the position
• Discusses the timeline required for the applicant to make their final decision
• After the verbal offer is delivered by the hiring authority, a offer letter is sent from the dean’s office to the successful candidate. This letter outlines elements identified above, and any other type of agreements (e.g., process for early decision on tenure, graduate support). 
• For pooled positions (multiple incumbents occupying the same position description and the same position number, with the same supervisor). 
• Within the proposal, Search Liaisons must supply a robust justification for the selection decision, which may be provided from the Search Chair or other leader. A comprehensive justification for the selection decision, from the Search Chair or their designee, must be included in the hiring proposal. The justification should be at least one paragraph, preferably more, and reference specific qualifications and capabilities. Comparative justifications are discouraged, and such justifications may be returned for correction. It is already assumed decision makers selected the best active applicant for the job.

The hiring proposal will then undergo a series of approvals within Workday including management, budget and HR approval. See Hiring Proposal (HP) actions below

HP table

Full Time Faculty & Postdocs Workday Actions
Search Liaison creates offer/Hiring Proposal in Workday
Department Chair/Head/Vice Dean reviews and approves verbal offer.
Action is routed to budget and Provost office for approval.
UHR talent team is notified.
Department Chair/Head follows School procedures to: Execute verbal offer Execute Letter of Intent Execute Contract Faculty Employment Specialist See Counter Offer Note
Talent Acquisition Partner initiates a background screening. Background screening must be completed no sooner than 6 months before start date.
Talent Acquitting Partner moves to this status on screening is complete and clear to alert hiring official.
Talent Acquisition Partner finalizes hire and initiates employment files.

Provost Review Note

Adjunct hiring proposals may bypass Provost review as outlined in the hiring proposal stages above. If any offer exceeds the budgeted amount, it must also be routed to Budget. If any offer is for a grant-funded/restricted position, it must be routed to Office of Sponsored Programs (OSP).

Offer/Counteroffer Note

Follow School-specific procedures for verbal offers and negotiations. Often, negotiations are handled by Department Chairs or Vice Deans. If the salary increases during negotiations, the Department Chair/Head/Vice Dean discusses the salary with their leadership. If leadership wishes to move forward, a note included  consistent with the counteroffer. The Search Liaison then re-circulates the proposal for approvals in Workday. If the negotiated salary exceeds the highest budgeted range, the Hiring Official should attach affirmation from the Dean of the higher salary. The proposal must route again to the Provost and Budget (or OSP, as applicable).

If the Search Liaison has knowledge of any of the following, alert the Talent Acquisition:

• Employee will work out of state;
• Employee will work out of the country;
• Employee lives or previously lived out of the country
• Employee currently works for another state agency, to include VIMS/W&M;
• Employee revealed past state agency service;
• Employee revealed past benefits with VRS (Virginia Retirement System)