The objective of the screening process is to ensure that the best qualified applicants are selected for an interview. Applicants are those who apply via VCU online recruiting system during the active recruitment period. All applications must be carefully considered, and the reasons for not selecting applicants must be applied consistently. Applications received after a posting has closed may not be considered. Due to the stringent validation requirements for applicant testing, the use of tests during the screening process is not recommended. If a hiring manager is interested in applicant testing, it must be approved by VCU HR, in collaboration with VCU Equity and Access.

It is recommended that the screening process begin once the minimum posting period has been met. HR completes a preliminary review of all applications to identify applicants with protected veteran status or applicants that may have preferential hiring rights due to layoff.

A hiring manager may screen applications exclusively or request the assistance of a search committee or employees familiar with the position. If the hiring manager is not completing the preliminary application review, they should clearly communicate to the reviewers the minimum and preferred qualifications for the position. The hiring manager should be consulted at any point in the process if further clarification is needed.

As a first step in the screening process, the hiring manager should determine whether an applicant meets the required qualifications for the position. Consulting the competencies and required qualifications documented in the posting will ensure selection of the most qualified candidates and that screening decisions are made in a way that protects against claims of discrimination in hiring. Applicants who lack any one of a position’s required qualifications should be removed from further consideration.

Develop a criterion chart

Use of a criterion chart to rate and compare applicants’ skills and qualifications can help make the screening process more objective, systematic and effective. The selection criteria in the chart must be carefully defined and directly related to the requirements of the position. Listed below are examples of  what can be included when preparing a criteria chart.

• Educational requirements

• Years of experience requirements

• Most important job duties or responsibilities of the position

• Most critical technical skills or competencies required for the position

• Most critical interpersonal or interactive skills required for the position

• Professional affiliations

• Veteran status: Eligible veterans status must be taken into consideration, consistent with state and institutional policy, where the applicant meets the minimum/ required qualifications for the position.

Exercise discretion when using criteria charts, and do not not “rank” candidates or assign them a numeral value. It is also important to note that not all evaluative criteria should be weighted equally. For example, a specialized degree may not be “equal” to years of experience. It is advised to evaluate candidates based on areas of perceived strength related to the position description, areas of perceived weakness related to the position description and areas where more clarification on the candidate’s skills and qualifications can be provided. Review sample evaluation tools. 

Special considerations

Internal employees
Internal and external applicants must be treated fairly to avoid the appearance of discrimination, favoritism or unfairness. Typically, it is in the best interest of VCU to consider current employees for vacant positions as they often have experience and knowledge of university systems, policies and structure. Handling the applications and interviews of internal candidates is, however, a delicate matter because hiring managers or search committee members may be more informed about these candidates than external applicants. Like all applicants, internal candidates must be evaluated objectively. Whether the internal candidate has the right amount of experience and the appropriate credentials should be the qualifying measure, not past experiences or impressions that employees have on the candidate. “Courtesy interviews” of internal candidates who, because they are unqualified, have no chance of a job offer are strongly discouraged. Such interviews falsely raise a person's expectations. Internal candidates should only be interviewed if they meet job requirements.

Eligible veterans status
Eligible veterans' status must be taken into consideration, consistent with state and institutional policy, where the applicant meets the minimum qualifications for the position.

Workforce reductions (layoff) 

Individuals who are in layoff status, either as a result of a layoff from VCU or another state agency, need to be given a hiring preference. Hiring managers should consult with their HR Professionals if they have layoffs in their pools.

VCU University & Academic Professionals in layoff status are eligible for preferential interviews during their notice period. A priority interview is a guaranteed interview for a vacant position comparable to the employee’s current job for which they are minimally qualified, and hiring managers should schedule interviews with eligible applicants. A comparable position is defined within the VCU compensation structure as the same VCU job title as the employee’s current position. University employees who are in the senior-level of a job series are guaranteed priority interviews for their current job title and the matching base job. For example:

• A Senior Accountant at a level 2 is eligible for priority interviews for any of the following positions: Senior Accountant 1, 2, 3 and Accountant 1, 2, 3. 

• An Accountant at a level 2 is eligible for priority interviews for any of the following positions: Accountant 1, 2, 3.

University employees must meet the minimum qualifications of the position in order to receive a priority interview for the open position. The interview does not guarantee placement in the open position.

Classified employees are eligible for preferential placement rights for positions. Rights vary depending upon whether an individual is in their notification period or if their layoff date has passed. Benefits are based on State Role Codes, which crosswalk to University Job Titles. If a Classified employee in layoff status is minimally qualified for a position (or can gain the skills to be qualified in six months), they may be placed/hired into the position with no or limited consideration of other applicants. If a layoff candidate is in a hiring manager's applicant pool, they should consult with their HR Professionals for guidance.

Extending or reopening a search

Extend a Search
A search may be extended for the purpose of increasing the number of qualified candidates and in cases where a suitable candidate has not been identified during the screening or interviewing process. Additional posting length should be commensurate with the position.

Reopen a Search
In most cases, searches that have been ongoing for a period of six (6) months or more should be closed and a new request to post must be initiated. Departments with positions in specialized disciplines, where there is difficulty identifying qualified applicants, may contact HR to request a posting extension beyond six months (see section above on “Extending a Search”). When a decision is made to revise the qualifications for the position, the current search must be terminated and a new request to post is required. Applicants must then be notified that an administrative decision has been made not to fill the position. Even though a successful candidate was not identified, any related recruitment documentation must be uploaded to the applicant tracking system.