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Candidate Selection

All candidate selections must follow the A full listing of 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. 

Within the Workday system, you have two options for the reference check process.

  1. You may leave the candidate in the interview status and contact them directly to receive reference details. Once received, you may contact the references and complete  the standard reference check forms.
  2. You may move the candidate to the "reference check" status within Workday and the system will automatically send a task to the candidate to enter their references and once provided within the Workday task, the references will automatically receive a questionnaire to complete. References will be asked the following questions and responses will be sent via Workday for your review.  Workday automated questions are listed below.
  • Please describe the candidate’s strong point.
  • Please describe the candidate’s weak points/areas for improvement.
  • How well did this candidate interact with others?
  • Did this candidate have any performance issues?
  • What were the candidate’s job responsibilities?
  • Would you rehire this candidate?
  • Do you have any additional comments?

Key Reference Check Points: 

  • 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. 
  • 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:

  • Application received after published review date
  • Declined Offer
  • Does not meet qualifications
  • Falsification of required forms or documents
  • Hired for another job
  • Incomplete submission
  • Job requisition ended or canceled
  • No show for the interview
  • Not eligible to work in the US
  • Other candidate(s) better qualified
  • Poor written or oral communication
  • Unable to contact candidate
  • Unable to start in a timely period
  • Unsuccessful assessment
  • Unsuccessful background check (UHR use only)
  • Unsuccessful reference check
  • Withdrawn

Please note: Automatic notifications are sent via Workday to the applicant's email upon disposition. 

Primary Recruiters 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

As noted above, automatic notifications are sent via Workday to the applicant's email upon disposition. Do not disposition your alternate applicant until a final selection is made.

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. 

  • Maintain search records for three years from the time of recruitment.
  • 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.