Selection, Hiring Proposals and Contracts

Referencing for Full-Time Faculty Positions

As noted in the Long List Interviews and Referencing Section, reference letters are automatically requested 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?". 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 PeopleAdmin throughout the process. 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 of the following statues:

Not Under Consideration
Withdrawn
Finalist
First Alternate

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.

For step-by-step instructions, see Create a Faculty Hiring Proposal (pdf).
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 letter of intent 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) See the Instructions for Processing Pooled Positions & Hiring Proposals (pdf)
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 PeopleAdmin. See Hiring Proposal (HP) actions below.

HP table
Full Time Faculty & Postdocs	PeopleAdmin Action
Search Liaison creates HP, attaching all search records and ad copies. Sends to Department Chair/Head	Level 1 Review
Department Chair/Head/Vice Dean (Level 1) reviews. Sends to Dean/VP/Hiring Administrator	Level 2 Review
Dean/VP/Hiring Administrator (Level 2) reviews. Sends to Talent Acquisition Partner	Employment Initial Review
Talent Acquisition Partner reviews. Sends to Provost. See Provost review note.	Provost Review
Provost Office reviews and approves the verbal offer. Submits to Dean/VP/Hiring Administrator (Level 2)	Approved to Send Contract
Dean/VP/Hiring Administrator (Level 2) approves the verbal offer. Submits to Department Chair/Head/Vice Dean (Level 1)	Level 1
Department Chair/Head (Level 1) follows School procedures to Execute verbal offer Execute Letter of Intent Execute Contract Level 1 submits to Faculty Employment Specialist See Counter Offer Note	Offer Accepted
Talent Acquisition Partner initiates a background screening. Background screening must be completed no sooner than 6 months before start date.	Background Verification in Progress
Talent Acquitting Partner moves to this status on screening is complete and clear to alert hiring official.	Background Complete
Talent Acquisition Partner finalizes hire and initiates employment files and records in Banner.	Hired Approved

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 aka restricted position, it must be routed to Office of Sponsored Programs.

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 (Level 1) discusses the salary with their leadership. If leadership wishes to move forward, Level 1 moves the Hiring Proposal to “Hiring Official” with a note to edit the Hiring Proposal consistent with the counteroffer. The Search Liaison then re-circulates the proposal to Level 1, Level 2, Employment. 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)