Screening & Evaluation

Employee selection is critical to the university's success. This process will determine the strength of your most important departmental resource: your colleagues. William & Mary has both ethical and legal obligations to conduct fair searches and to retain search documentation.

Suggested Charge/Kick-Off Meeting 

It is suggested that Primary Recruiters meet with the search committee prior to screening to emphasize the importance of confidentiality as well as fair and unbiased applicant evaluation. At this meeting, the Primary Recruiter can solidify the screening grid, clarify which preferred qualifications are most important and provide qualification indicators for use in evaluation. The Primary Recruiter is encouraged to overview the full selection plan, to include the number of evaluation rounds, and to set a full-search timeline. Reserving times and locations for selection activities can help avoid search delays. Prolonged searches may result in applicants withdrawing from the pool and accepting other positions.

Evaluation methods may include:

• Application review via screening grids (required) 
• Interview stream 
• Phone interview
• Pre-interview reference checks 
• Review of work/writing samples 
• On-campus interview (generally required) 
• Work-related mock exercises 

Preparation of Preliminary Screening Grid/Evaluation Matrix  

Prior to reviewing any materials, the Primary Recruiter or, if designated, Search Chair, prepares a screening grid. The grid is based upon the qualifications stated within the position description. Veteran status is treated as a preferred qualification. Please note that minimum qualifications do not bear numeric value; an applicant either does or does not meet all minimum qualifications. Numeric scoring of preferred qualifications is discouraged. If the Primary Recruiter chooses to assign numeric values to preferred qualifications, they should appropriately weigh each preferred qualification and provide a benchmarking legend for each numerically scored item (i.e., 3-5 years experience.)  

Screening Grid/Evaluation Matrix 

The Screening Grid/Evaluation Matrix is used to complete preliminary application screening. Search committee members are encouraged to individually review each applicant’s submitted materials and to complete a separate grid. Veteran status is treated as a preferred qualification and is considered only for applicants meeting all minimum qualifications. The full search committee will then convene and jointly prepare a matrix on behalf of the committee.

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

Prohibited Screening/Evaluation Considerations 

Search Committees may not remove an individual from consideration for any of the following reasons:

• Applicant location 
• Assumptions about whether the applicant would accept the job 
• 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 other protected category

Coding/Disposition of Applicants

Primary Recruiters should code applicants as soon as they are removed from consideration or advanced. For reporting purposes, the coding must reflect the applicant’s highest stage in the search process (workflow state) and, if eliminated, their non-selection reason. Applicants coded "Not Under Consideration" automatically transition to an inactive status. 

Display of Applicant Status 

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

A two-column table for organizational purposes.

Internal Applicant Status (Visible to Hiring Official)	External Applicant Status (Visible to Applicant)
Under Review by Manager	Review of Applicant Pool in Progress
Application Withdrawn	Application Withdrawn
Phone Interview	Application Materials Under Review
Interview Pending	Application Materials Under Review
Interviewed	Application Materials Under Review
Finalist	Application Materials Under Review
Not Under Consideration	Review of Applicant Pool in Progress
Offered Job

Once the position has been filled, all applicants who were not interviewed receive an automated email notify them the position has been filled.  Applicants who were interviewed but not offered the job, can either receive an automated email from the system or a call/letter from the hiring department. The choice is up to the Primary Recruiter, however, all applicants should be notified if they are not under consideration.