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If you have a question you do not see answered here, please send questions or suggestions to: UVAjobs@virginia.edu.
General Questions
Q) Why make the change to the online system?
A) The University receives approximately 36,000 applications to fill 1,000 positions each year. To manage the volume effectively the University needs to shift from a paper-based system to a Web-based system. The benefits of the online process to applicants, hiring departments and the University far outweigh any advantage of staying with our manual application process.
- The online system provides more information to applicants, including:
- The status of the position(s) for which you have applied,
- Immediate updates to job postings, and
- The ability to update your application online
- The system can be accessed 24 hours a day, 7 days a week from any Internet connection.
- The online process reduces the time from when a job is listed to when applications are received, thus reducing the time it takes to fill a position.
Q) What are the advantages of using the online employment site to apply for a position?
A) There are a number of advantages to using the new online employment site. Using Jobs@UVa you can:
- Submit your application immediately for a specific opening
- Save your application form online to use in applying for future job openings
- Update your online application with specific skills and experience related to the posting
- Access and review the job requirements while completing the application
- Apply for multiple jobs at one time, or apply for several positions throughout the year
- Track the status of your application and the recruitment process
- Learn about job openings and apply for positions at any time and from any computer with access to the Web
Q) Why are faculty applications different from staff?
A) The staff application used in Jobs@UVa was created using the Commonwealth of Virginia’s Application for Employment. This is the same application that is completed today for all staff job opportunities.
For faculty, Jobs@UVa is an on-line mechanism used to collect basic contact information and submit required application materials for consideration. Candidates wishing to be considered for faculty openings should submit a candidate profile and attach their curriculum vitae (CV) along with other required documents outlined in the posting (e.g., letter of interest, teaching philosophy, references, etc.)
Q) What about the Medical Center? Will they be using this system?
A) The Medical Center already has an online system in place that will continue to be active. Medical Center applicants will not use this system. Find out more here.
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Questions on Applying
Q) What are the advantages of using the online employment site to apply for a position?
A) There are a number of advantages to using the new online employment site. Using Jobs@UVa you can:
- Submit your application immediately for a specific opening
- Save your application form online to use in applying for future job openings
- Update your online application with specific skills and experience related to the posting
- Access and review the job requirements while completing the application
- Submit your application immediately for a specific opening
- Apply for multiple jobs at one time, or apply for several positions throughout the year
- Track the status of your application and the recruitment process
- Learn about job openings and apply for positions at any time and from any computer with access to the Web
Q) What if I don’t have a computer at home?
A) Jobs@UVa is a Web-based system that can be accessed easily from any computer with an Internet connection. The local Virginia Employment Commission (VEC), public libraries and University Human Resources (UHR) all have computers available that will allow you to access the Internet to apply for job opportunities at U.Va. There will be stations in HR and around grounds for applicants who do not have a computer. Someone in HR will help them use the system.
Q) Do you still accept paper applications for staff openings?
A) As a general guideline, paper applications will no longer be accepted. If you need assistance completing the application online, please visit University Human Resources between 8:30 am and 5:00 pm (Monday - Friday) or attend one of the “office hours” sessions held at UHR each Monday from 12 noon - 1:00 pm. HR staff will be available to assist applicants with completing the on-line applications.
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Q) Will there be an on-line tutorial to walk people through the system?
A) Yes.
Q) What information will I be asked to provide when I apply?
A) You will be asked to provide contact information such as name, address, and phone number. You will also be asked to provide information about your education and previous employment, as well as information regarding your employment history and references. Please gather this information before beginning the application.
Q) Will I be required to provide my social security number in order to apply?
A) No, you will be asked to enter your birth day, birth month and only the last five digits of your social security number (in order to validate unique applications). Note: You are not asked to provide your year of birth or your full social security number as an applicant. However, you will be asked to provide this information once hired as an employee.
Q) Is there a limit to the number of jobs I can apply for?
A) No! There is no limit on the number of jobs that you can apply for.
Q) If my information changes after I have applied for a position can I update my application?
A) You may update your application at any time. However, once you submit your application for a specific job you may not change the information submitted for that job. All future applications you submit for new postings will show the new information.
Q) But what if I moved while the search was in process?
A) If you have moved and need to notify us of a change of address and/or telephone number, please contact Recruitment and Staffing at 924-4598.
Q) Will I be able to see past applications I have submitted?
A) Yes. You can see your entire application history and view each application you have submitted. This is especially helpful if you have tailored resumes and cover letters for specific jobs and would like to review or re-use them.
Q) What if I made a serious mistake on an application that I’ve submitted?
A) If you have submitted an application that needs corrections or revisions, you should first update your application in the Jobs@UVa online system. If your application has been forwarded for a department for review and there are serious corrections that need to be made, you should contact Recruitment & Staffing at 924-4598. You also have the option of withdrawing your application. However, please note that you may not re-apply for a position once you have withdrawn from that search.
Q) What if I want to submit the same application to multiple jobs?
Your application will be saved for viewing and editing after you apply for a position. You can make edits to the existing application before applying to another position or submit the same application without edits for another position.
Q) Will the application go forward if you have equivalent experience as opposed to the degree requirement?
A) It will go forward unless a specific degree is listed as required. Also, the system allows hiring officials to ask open-ended questions where you can describe your experience in detail.
Q) Will you ever delete my profile?
A) As long as you are actively applying for opportunities in the Jobs@UVa system your application will remain active and available to you. The only way that you would not have access to your application is if you have not applied to any position for a two year period.
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Questions about Internal Processes
Q) Will there be a freeze on activities in preparation of Jobs@UVa go-live on July 30, 2007?
A) In mid-July, the Offices of Compensation Management (OCM) and Recruitment & Staffing (R&S) will begin to hold requests to handle position changes and post staff job openings. Staff job postings received between 7/16/07 and 7/29/07 will be held and entered into Jobs@UVa by R&S. These job postings will be among those available to view when the system goes live on July 30, 2007.
Q) How will existing staff postings be handled?
A) You have two options for existing postings for which you have received applicants:
1) If you are satisfied with your applicant pool you can finish the search in the old system. All the existing paper-based procedures will be followed.
2) If you need new applicants you will need to re-initiate the search in Jobs@UVa. Current applicants should be notified that the search has been closed but will be re-opened in the new system and if they wish to be considered they must re-apply through Jobs@UVa.
Q) Can I use the Jobs@UVa system for faculty postings?
A) Yes. The Jobs@UVa system has been built to accommodate all faculty postings. Effective July 30, 2007, Administrative & Professional (A&P) Faculty will be recruited through the Jobs@UVa system. While Teaching & Research (T&R) faculty postings can also be handled through Jobs@UVa, there is no requirement to use it for T&R positions at this time.
Q) Do I have to load my A&P faculty posting in the EOP system and Jobs@UVa?
A) No. The current EOP processes have been built into the Jobs@UVa system.
Q) How will existing faculty postings be handled?
A) Departments will be allowed to complete all existing faculty searches through the existing EOP faculty recruitment and hiring system. On July 30, 2007 new searches for Administrative & Professional (A&P) Faculty will need to be launched through the Jobs@UVa system. New Teaching & Research (T&R) Faculty searches can be launched using the existing EOP faculty recruitment and hiring system or T&R may be launched using the Jobs@UVa system. This is being handled differently across the individual schools and departments. You should check in with your HR representative to verify how your department’s administration is choosing to roll this out.
Q) Are current positions rolled over into Jobs@UVa?
A) No. Position descriptions will be entered by departments into Jobs@ on an on-going, as needed basis.
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Q) I used to wait 10 days to get a packet of applicants from HR. How long will I wait to get them with Jobs@UVa?
A) As soon as an applicant applies to your job posting, their application will be available to you for viewing.
Q) What if I am not satisfied with any of the applicants I see at first? Do I have to request more?
A) There is no limit on how many applicants you can receive for a specific posting and they will become available for viewing immediately without any request from you. If the pool of candidates you get for your position is not satisfactory, please contact your recruiter. The recruiter will partner with you to build appropriate applicant pools.
Q) Is it true that departments will be competing for candidates?
A) Because applicants will apply for a specific job rather than a generic job code, each department will need to create postings that best describe the positions and the required skills of the ideal candidates. Your recruiter will certainly work with your department to help create effective job postings.
Q) If I want to print out the applications from multiple candidates can I do that?
A) Yes, there is an option to select “All” and “View Multiple Applications.” Once the applications open in a separate window, you can select File > Print.
Q) Will the employee evaluation be tied to the position?
A) Not for the 2006- 2007 Performance Evaluation cycle. The current EWP will be used for this year. We are currently evaluating integrated performance evaluation processes for future implementation.
Q) The old form required a signature. How is that handled on the new system?
A) With online systems, it is legally acceptable to consider the use of a distinct user name and password along with checking the certification box on applications as a legal signature.
Q) How is the routing handled by offices that need to approve the position, etc.?
A) The sequence for approvals mimics the pre-Jobs@UVa approval process. In other words, the approval process that is currently in place (in a department) for the flow of “paper” need not change for the on-line approval process in Jobs@UVa.
Q) Can you change the user type hierarchy once you have sent over the spreadsheet indicating the type and approval level for the department?
A) Yes, it can be changed. In the Jobs@UVa system, you can make this kind of request online.
Q) What does a “Guest user” get access to?
A) The term “Guest User” in the Jobs@UVa system is used to identify individuals on a search committee who need be given the ability to review the applications, resumes and cover letters of individuals who have applied to a specific posting. This is the only access available to a “Guest User.”
Q) What if you have a position that has constant turnover such as a lab tech?
A) Please contact your recruiter to discuss all available options for handling hard-to-fill positions. Your recruiter is available to help you develop an appropriate recruitment strategy.
Q) Will the department contact phone numbers be on the system? Will applicants be calling the departments directly?
A) No. Applicants will not be provided with hiring official names or telephone numbers. An applicant’s point of contact is Recruitment & Staffing.
Q) Can foundations post their positions in Jobs@UVa?
A) We have received several requests for this. Unfortunately, there are some significant challenges. Because foundations have different application processes and benefits structures, how do we post foundation positions and make it clear that the application and benefits structure are not the same as they are at the University? This is but one of the potential implications that are currently under review at this time.
Q) How will we hire contractors?
A) No different from the current process. Contractors are hired through the individual companies and these jobs will not be posted in the Jobs@UVa system. Candidates will continue to apply directly to the contractors in order to be considered for these types of vacancies.
Q) Who do I contact if I have questions about Jobs@UVa?
A) If you have questions prior to launch, we encourage you to contact Rod Kelly, Lucinda Childs-White, Donna Kauffman or Pat Daniele in University Human Resources. The best method of contact for Rod, Lucinda, Donna and Pat is by e-mail at uvajobs@virginia.edu.
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