Manage your Job Opening

Below is an overview of next steps and important details to assist hiring managers with a successful and efficient recruitment process. The Recruitment Checklist provides a useful starting point.

Recruitment Checklist for Hiring Managers (pdf)

This outlines the tasks that are your responsibility as the hiring manager on a job opening. If a task is not listed here, you can expect that Human Resources (HR) will take care of it. The hiring process is affected by a number of policies and contractual provisions. Please take a few minutes to review the overview that we have provided of the key policies and guidelines that you will encounter during the recruitment phase.

Key Recruitment Policies and Guidelines (pdf)

Click on the headings below for more details about each task:
Candidate List
Pre-offer Requirements
Notification to Applicants
Offer Process

Candidate List
You will receive your candidate list after the application deadline. If you are planning your schedule now to block out some time to review the applications, you can expect to have your list within three (3) business days, although it is usually only a one or two-day turnaround. Only candidates in “route” status are available for your consideration. Although you can review and monitor applications throughout the posting period, do NOT make any changes to an applicant’s status until after HR has sent the list to you. Changes that are made prior to routing cause significant errors in the VTHR system.

If you decide that you need to extend your application deadline or repost the opening, please let HR know.

Once the job opening is posted, make sure you have your interview team assembled and time reserved for the interviews. Blocking time in your calendars will enable you to move ahead relatively quickly once you have your lists. Please note that the offer of an interview must be documented in VTHR. This provides useful data. The interview function may also be used to confirm scheduled appointments. However, our best practice is to continue to contact applicants directly to invite them for an interview and only use VTHR for confirmation and documentation.

Interview Status Quick Reference (pdf)
Record Interview (video)

Pre-offer Requirements
Before you make a conditional offer, check with your HR Administrator to ensure that pre-offer requirements are met and to obtain the applicable forms. This includes the Tax Compliance check (Policy 12.12) for all new hires and the Criminal History Declaration (Policy 4.11) for all hires except for specific job classes exempted by DHR. Your department may have other background check requirements applicable to the position.

Applicant Notification
You are responsible for all applicant communication once you receive a routed candidate list. Applicants with a valid email address receive a system-generated notice when they successfully submit the application. Applicants who fail screening (based on their questionnaire responses) and are NOT routed to you receive notification that they did not meet basic eligibility requirements or minimum qualifications. Once applicants are routed to the hiring manager, there are no further automated notifications regarding their status. Policy 4.11 includes the expectation that applicants are provided with timely notification regarding their status. There are tools provided in VTHR that make this a quick and easy process.

Reject Applicant Quick Reference (pdf)
Applicant Follow Up (video)

Offer Process
When you have selected your finalist for the position, you may make a verbal, conditional offer. In that conversation with the candidate, you can discuss a proposed start date and answer any questions that candidate may have prior to accepting the offer. You will then use “Forward Applicant” to request that your HR Administrator submit a formal offer letter to the candidate through VTHR. The offer letter puts all of the other applicants in the job opening on hold, unless you have already updated their status to “not hired”. After the candidate accepts the offer in the system, HR completes the hire process and the job opening is closed out. You do not need to take any action regarding the status of the job opening – that is managed by HR.

Forward Applicant Quick Reference (pdf)
Forward Applicant (video)



Forms and Documents - Manage your Job Opening