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Helpful Hiring Information

Hiring Procedures

Below are helpful tips on topics associated with hiring. For hiring procedures please see our Hiring Toolkit.

Background Checks

All applications meeting the requirements for the job opening are referred to the University’s hiring officials. Hiring officials are responsible for conducting in-depth reference checking during the selection process. Reference checks should be completed prior to selecting a final candidate.

Once a final candidate is recommended for hire, the University uses a third party to conduct criminal conviction checks and other background checks (investigative consumer reports). Applicants recommended for hire will be required to complete a form(s) authorizing the University to have various background checks conducted. The information requested may include information regarding your character, general reputation, employment record, education, qualifications, criminal record, driving record, credentials, credit and indebtedness and/or other job-related inquiries. Personal interviews with sources such as supervisors, associates, public record or various Federal, State, and Local agencies may also be conducted. If the applicant recommended for hire does not complete the form, or if the results of the investigation are unsatisfactory, an official offer will not be extended.

The University also conducts background checks (investigative consumer reports) on all current University staff and wage employees who are recommended for hire to a different position if there has been time period greater than 90 days time frame from when a previous background check (investigative consumer report) was conducted. If the current employee has been evaluated the results of the evaluation will be shared with the hiring official on a confidential/need-to-know basis. Third party reference information is confidential and is not available to applicants.

Criminal Convictions

Applicants must disclose all criminal convictions (which have not been overturned) including moving traffic violations on the University of Virginia Application for Employment found at Jobs@UVa. This includes convictions which occurred under a name other than the name on the application and in other states or countries. Arrests, as opposed to convictions, should not be noted on the application.

The University reviews convictions on a case-by-case basis, considering the nature and gravity of the offense or offenses, the time that has passed since the conviction and/or completion of any related sentence, the nature of the job assignment, and the honesty of the applicant in completing the application. Convictions disclosed on the application form will not be used to influence the selection process if they are not considered by the University to be related to the duties of the position.

Notice of Address Discrepancy

If University Human Resources (UHR) requests a criminal conviction check, credit check or other investigative consumer report from an outside consumer reporting agency, it may receive a “notice of address discrepancy” from the agency, noting a substantial difference between the address that Human Resources provided to request the consumer report and the address(es) in the agency's file.

If UHR receives a notice of address discrepancy, it will take one or more of the following actions to verify that the consumer report concerns the applicant or employee about whom it was requested, and that the address is accurate:

  1. Comparing the information in the consumer report, including the applicant’s or employee’s address, with information that Human Resources has in its own records or obtains from other sources, such as applications, correspondence, change of address notifications, or other documentation; and/or
  2. Verifying the information in the consumer report and the address by directly contacting the applicant or employee who is the subject of the report.

When UHR has reasonably concluded that the investigative consumer report concerns the applicant or employee about whom it was requested, and has reasonably confirmed an accurate address for the applicant or employee, it will promptly furnish the accurate address to the consumer reporting agency that furnished the report.

Designated High-Risk/Safety-Sensitive Positions Subject to Fingerprinting and Drug Screening (Testing)

The University of Virginia has a vital interest in providing a safe environment for its students, patients, visitors, and employees. Drug abuse is a serious health problem that can endanger University operations. Therefore, pursuant to Federal and State law, the University conducts pre-placement drug screening of applicants selected to fill designated high-risk/safety-sensitive positions. The Code of Virginia §2.2-1201.1 defines high-risk/safety-sensitive positions as those directly responsible for the health, safety, and welfare of the general populace or protection of critical infrastructures. This Code section further requires a fingerprint-based criminal history check on finalist candidates when filling vacancies of these positions. Pre-placement drug screening and a fingerprint-based background check is also required of current employees who elect to transfer/promote to a designated position.

Designated Positions

The University reviews the job duties and responsibilities of every University position to identify and designate high-risk/safety-sensitive positions/jobs (designated positions). Examples of designated positions include nurses, physical and occupational therapists, pharmacists, police officers, security guards, bus drivers, and other positions requiring a Commercial Driver’s License (CDL).

Notice to Prospective Applicants

All University job postings and announcements, recruitment or other public or private solicitations for employment into designated high-risk/safety-sensitive positions will reference pre-placement drug screening as a condition of employment. Hiring officials such as supervisors, department chairs, deans and other department managers are responsible for providing such notice to applicants in coordination with University Human Resources or the Health Systems Human Resources (in the case of Medical Center positions).

Pre-Placement Drug Screening

Individuals recommended to fill designated high-risk/safety-sensitive positions will be screened only for controlled substances as a condition of employment. The same requirement applies to University employees seeking transfer or being promoted to a designated position. Controlled substances include drugs regulated by the federal Controlled Substances Act (21 USC section 812) or Virginia statute (Chapter 34, Title 54.1 of the Code of Virginia).

University Human Resources or Health System Human Resources (Medical Center applicants) will refer the candidate for testing. Testing will generally be administered by UVA WorkMed. Drug screening can also be arranged through the human resource departments in another geographical area at the applicant’s expense with a CLIA-approved laboratory with test results faxed directly to the UVA WorkMed for evaluation.

Individuals selected or recommended to fill designated positions may not commence employment pending UVA WorkMed’s evaluation of test results for controlled substances, unless approved by the appropriate Vice-President (or designee) responsible for position/job and the applicant acknowledges in writing that employment will be immediately terminated if test results positively identify the presence of controlled substances. The individual will be provided an opportunity to discuss a positive test with UVA WorkMed. A confirming retest may be undertaken if recommended by the UVA WorkMed. A positive test indicating the presence of controlled substances will result in withdrawal of an offer of employment or termination of employment conditionally authorized by the appropriate Vice-President (or designee) unless UVA WorkMed determines, after discussion with the individual, that the positive test is a result of medication prescribed by a licensed health professional. The individual shall be responsible for documenting the prescription authorization which shall be confidentially retained in a medical information file and disclosed on a need-to-know basis to appropriate departmental managers to determine, in consultation with University Human Resources or the Health Systems Human Resources (Medical Center employees), whether the individual’s condition poses a safety threat that cannot be reasonably accommodated. Applicants denied employment will be disqualified from further consideration for designated positions/jobs.

Privacy and Confidentiality

Personal privacy shall be respected to the extent practicable in the administration of testing. Test results are maintained in confidential medical information files revealed only to the tested candidate, University Human Resources or Health Systems Human Resources with "need to know" or disclosed as may be required by law. University employees including personnel involved in testing will be subject to discipline for unauthorized disclosure of personally identifiable information.

Pre-Employment Skills Testing

All skills testing must be approved and/or administered by University Human Resources (HR Consulting Services) to ensure uniform test administration and evaluation standards. Departments/units are prohibited from administering tests to applicants that have not been previously approved by HR Consulting Services. Questions regarding appropriate testing should be directed to HR Consulting Services.

Selective Service Compliance

Male applicants recommended for hire cannot begin employment with the University until they have satisfied the conditions of Federal and State law. Since January 1, 1960, Federal law has required most male U.S. Citizens and male aliens living in the United States to register with the U.S. Selective Service who are between the ages of 18 to 25. Males not registering by age 26 are subject to prosecution, and even if not prosecuted, are ineligible for student financial aid, U.S. Citizenship, Federal job training, and Federal jobs. The Code of Virginia 2.2-2804 requires selective service compliance as a condition of employment for agencies of the Commonwealth.

The University’s on-line employment application requires all males to indicate (yes/no) whether they have registered with the U.S. Selective Service. To ensure compliance, HR Consulting Services verifies the registration status through the U.S. Selective Services on-line system of all males recommended for hire who have responded affirmatively to this question. The employment offer will be withdrawn if the applicant has falsified this response.

Males who are between the age of 18 and 25 and have responded on the on-line application that they are not registered with the U.S. Selective Service are advised by HR Consulting Services that they must register prior to beginning University employment. During employee orientation, the new male employee will be asked to complete a Selective Service Compliance Form verifying selective service registration. HR Consulting Services with verify this status through the U.S. Selective Service on-line system. The individual will not be allowed to begin work until the selective service registration is completed and verified. Males age 26 and older who are not registered with the U.S. Selective Service will not be considered for University positions unless the applicant can show by a preponderance of the evidence that the failure to register was not a knowing and willful failure to register per the provisions of §2.2-2804 of the Code of Virginia.

Veterans' Preference and Reemployment Rights

Executive Order 29 (2010) signed by the Governor of Virginia, requires that all agencies of the Commonwealth renew their commitment to veterans’ preference in hiring. University hiring officials are informed of veterans’ status of all applicants when referrals are sent to the hiring department/unit. University hiring officials are responsible for providing preference to veterans in filling vacancies.

Federal law, the Uniformed Services Employment and Reemployment Rights Act of 1994 (USERRA 38 U.S.C. 4301-4333) provides reemployment rights to veterans. All individuals whose civilian employment is voluntarily or involuntarily interrupted by active military duty, by reserve training activities, or by reporting for examination are protected by this law. The service member is entitled to return to a job of similar seniority, status and pay. Veterans returning from military service should be directed to University Human Resources (HR Consulting Services) where their rights under USERRA can be determined.

Virginia Licensure or Certification Compliance

In accordance with the Title 54 (Professions and Occupations) of the Code of Virginia, all applicants recommended for hire for a University Staff position requiring Virginia licensure or certification must show proof of possession of the requisite current license or certificate prior to beginning employment with the University. University Human Resources (HR Consulting Services) is responsible for verifying licensure and certification.

Proof of possession of the requisite license or certificate can be demonstrated by providing a copy of the current Virginia license or certificate. Current licensure or certification may also be verified by HR Consulting Services through the Department of Health Professions’ on-line verification system.

A copy of the current Virginia license or certificate is scanned into the Human Resource Management System and tracked to ensure current licensure and certification is maintained.