Candidate Selection

All candidate selections must follow the Workday Business Process. A full listing of Human Capital Management (HCM) job aids are available for Workday.

The following actions are required to finalize a candidate selection. 

Reference Checks

Reference checks are a critical and required part of the selection process. They offer insight about an applicant's current and past performance and may reveal indicators of workplace violence or other concerns. You may check references at any time during the process. 

• Alert applicants prior to contacting references; 
•  The Primary Recruiter may delegate reference checks to the search committee;
• Reference checks may be conducted at any time but are customarily conducted on all position finalists;
• Primary Recruiter must conduct at least two reference checks prior to initiating an offer;
• References should have a professional, academic, or volunteer relationship with the applicant; personal references are not accepted;
• At least one reference should be a current or recent supervisor;
• If a finalist is a current or recent employee of the university, the Primary Recruiter shall contact the current or recent employing department prior to finalizing the hire. The Primary Recruiter shall consider job related information such as disciplinary actions and performance reviews.
•  Linked is a sample reference check form  (pdf). 
• Information gathered from a reference check is considered confidential.   

Applicant Coding (Reasons for Non-Selection, Disposition)

Primary Recruiter must record advancing applicants at each stage of the process. For example. If an applicant was interviewed, the Primary Recruiter must indicate this status within the system. By the offer stage, all applicants should display one of the following statuses:

• Not Under Consideration
• Withdrawn
• Finalist
• First Alternate

Primary Recruiter are encouraged to identify one or more runners-up (first alternate) applicants. This choice comes into play if the top choice applicant declines or cancels their acceptance. Primary Recruiters are responsible for recording non-selection reasons for all applicants who are “Not Under Consideration. Reasons for non-selection must be job-related. The following non-selection reasons are unacceptable and may not be used to disqualify applicants:

• Any protected class attribute, including, but not limited to, race, sex, age, color, religion, sexual orientation, national origin, political affiliation, veteran status;
• Physical or mental disability that does not interfere with the applicant's ability to perform the essential functions of the job with or without reasonable accommodation;
• Assumptions about the applicant’s willingness to relocate or accept the job;
• Assumption about work eligibility status;
• Assumptions that applicant is "over qualified";
• Other factors which are not job-related

Final Selection

The Primary Recruiter shall then seek formal approval and authorization via the Workday Business Process prior to extending an employment offer working with the Talent Team. 

• Upload search records to Workday.
• Work with the Talent Team on the offer and inform them if you have knowledge of any of the following:
  • Employee will work fully remote or out of state;
  • Employee will work 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;
  • Employee is to receive a department-funded relocation stipend;
  • Employee is to receive a department-funded sign-on bonus
• The Talent Team will issue the formal offer letter via Workday on behalf of the university for candidate signature and initiate the background check process. 
• Upon acceptance of the offer by the candidate, IT will create a Workday account and email for the new employee.
• The I-9 process will be initiated as part of the Workday on-boarding tasks for the candidate.