Hiring Freeze Guidance

Hiring Freeze Information


The following breakdown provides guidance around Hiring Freeze process, specifically as it relates to current requisitions, the extension of offers, and the process for future requisition approval for active Recruitment.

Academic Schools

Job Requisitions Post Hiring Freeze - Hiring Freeze Approval Process for requisition post hiring freeze

  • Faculty

    The request for posting new requisitions will maintain the standard practice of first obtaining approval from the Provost Office and then presented to the HRBP/Recruiter to be submitted via Workday and will route through the established approval process.

  • Staff Positions in Schools

    The request for posting new requisitions will maintain the standard practice of being submitted via Workday and will route through the established approval process. Once approved in Workday, NO ADDITIONAL APPROVAL needed to run the search and extend offers.

  • Non-Benefitted Wage/Temp

    Hiring manager submits request for approval to hire to their school/unit leadership through internal business process and copies their HR Business Partner. If approved, forward approval to Talent Flex recruiter and also retain copy for search file. Talent Flex will move forward with standard hiring process.

Academic Areas that Report to the Provost:

Job Requisition Post Hiring Freeze - Hiring Freeze Approval Process for requisition post hiring freeze

  • Faculty

    Manager should consult initially with HRBP/ leadership to establish need.

    Please connect with your HR BP or an appropriate contact in your dean’s office to begin the process. They will help you identify the appropriate route for your position request. Each school will have its own process for reviewing and approving faculty wage positions. Salaried faculty positions must be reviewed by the Provost’s office after receiving a recommendation from the dean.

  • Staff Positions

    Manager should consult initially with HRBP to establish need.

    • Manager will be asked to submit the UVA Qualtrics Requisition approval form that will route for appropriate approval to post positions. These positions will be reviewed on a weekly basis.
    • Upon approval, request will be routed to your appropriate recruiter and the standard Workday requisition creation process will begin.
    • Position will route through the standard approval process in Workday, before being posted live. No further approval, other than that traditional, will be necessary when an offer is to be extended.

    For assistance on the Qualtrics form, please review this job aid.

  • Non-Benefitted Wage/Temp

    Manager should consult initially with HRBP to establish need.

    • Manager will be asked to submit a Qualtrics Requisition approval form, that will route for appropriate approval. These positions will be reviewed on a weekly basis.
    • Upon approval the position request will be routed to your appropriate recruiter through Salesforce and will follow the standard requisition process in Workday.
    • No further approval, other than that traditional, will be necessary when an offer is to be extended.

    For assistance on the Qualtrics form, please review this job aid.

Academic Operations

Staff positions that require review by CHRO should be submitted no later than 3pm Thursday to the Academic Recruitment Manager to be correlated into a report and submitted for weekly review.

Job Requisition Post Hiring Freeze - Hiring Freeze Approval Process for requisition post hiring freeze

  • Staff

    Manager should consult initially with HRBP to establish need.

    • Manager will be asked to submit a Qualtrics Requisition approval form, that will route for appropriate approval. These positions will be reviewed on a weekly basis.
    • Upon approval the position request will be routed to recruiter and the standard Workday requisition creation process will begin.
    • The position will then route through the standard approval process in Workday, before being posted live. No further approval, other than that traditional, will be necessary when an offer is to be extended.

    For assistance on the Qualtrics form, please review this job aid.

  • Non-Benefitted Wage/Temp

    Manager should consult initially with HRBP to establish need.

    These positions will be reviewed on a weekly basis.

    • Upon approval the position request will be routed to your appropriate recruiter through Salesforce and will follow the standard requisition process in Workday.
    • No further approval, other than that traditional, will be necessary when an offer is to be extended.

    For assistance on the Qualtrics form, please review this job aid.

  • School of Medicine and School of Nursing

    Manager should consult with HRBP and Unit Administrator to establish need and work through currently established approval process.

    • Staff positions will require approval.
    • Faculty positions will require Provost consultation in concert with Dean’s office.

UVA Health

All positions, including positions at UPG have come down from posting and are not in active Recruitment. The Labor Management Strategy Team (LMST) will review open positions during scheduled meetings and what passes approval will go back up and posted externally for active recruitment. In-process offers must be approved by LMST prior to extending. Once a final candidate for a position is identified, LMST requires an additional request to move forward with an offer must be submitted for review/approval by the EVP. Only when an approval to offer is granted can a formal offer be made to a candidate.

Hiring Freeze Academic General FAQs

  • HOw Does the Hiring Freeze Work?

    The hiring freeze means that no new positions may be posted, and no offers may be extended, for existing positions or positions that are currently posted without an exception approved by EVP or Dean’s within the Schools. There is a formal review and approval process associated with posting new positions.

  • Can I request an exception to the hiring freeze?

    Yes. We recognize that there may be some circumstances where an essential hire must be made. The Hiring Freeze will be overseen by the Dean or EVP in your School or Unit, Provost for those Schools, Institutes, or Units. The School of Medicine and School of Nursing will follow Medical Center approval process utilizing LMST, and exceptions will be granted on a case-by-case basis, when it can be demonstrated that:

    • Not filling the position would result in significant business disruption and/or a significant compliance risk.
    • The role is mission-critical and/or essential to business operations; and
    • No qualified current staff is available to take on additional duties on an interim basis.
  • Are All Faculty Searches Affected?

    Yes, all faculty searches are affected.

    Salaried faculty searches must be reviewed by the Provost’s Office in accordance with the communication issued on 4/14/20, here. Such requests will be considered based on the recommendation of the school dean.

    Faculty wage searches will need to be reviewed and approved by the dean or their designee.

  • What if my position is denied approval during the hiring freeze?

    Work with you HRBP to understand the rationale behind the decision.

  • May I submit my position in Workday?

    Please connect with your HRBP or an appropriate contact in your dean’s office. They will help you identify the appropriate route for your position request and whether it is ready to enter into Workday.

  • What is the process for obtaining approval for my position?

    Please connect with your HRBP to begin the process. They will assist you in understanding the business needs and helping you to identify the necessary information for the position request. You will then be asked to submit a formal request for approval utilizing a survey.

    If you are asking for a School:

    Please connect with your HRBP or an appropriate contact in your dean’s office to begin the process. They will help you identify the appropriate route for your position request. Each school will have its own process for reviewing and approving faculty wage positions. Salaried faculty positions must be reviewed by the Provost’s office after receiving a recommendation from the corresponding dean’s office. Staff/PRS positions in the school will be entered through Workday and route for approval in the normal way.

  • Do I still need a posting exemption?

    If you are seeking an Exemption to a competitive search process and plan to hire a candidate under one of the criteria outlined on the EOCR site, here, then yes. In addition, during the hiring freeze you will also require a Posting and Hiring Exception. Please note that these are two different approval processes for separate reasons.

  • What is a Hiring Exception and how do I know if I need one?

    A Hiring Exception is written approval from the EVP or Dean in your Unit or School. You will be required to have an exception for all hires throughout the Hiring Freeze timeframe.

  • When do I need a posting exemption?

    A posting exception is written approval process to post and competitively search for a new position, whether it be a backfill or new headcount. Please consult with your HRBP to determine your need and identify the appropriate route forward.

  • What do I do if I need a temp? Does this require Executive review and approval?

    Yes. You will be required to obtain approval for all positions regardless of type (Faculty/Staff/ FT/ PT/ Temp/Restricted/Student) etc.

    Please contact your HR Business Partner or a Talent Flex Recruiter. Yes, temporary positions require the same approval.

  • What is different about posting a new position- will there be anything different and changes via Workday?

    For the academic schools, the process will be the same in Workday.  For all other operational unit areas there will be an approval form that will be used to obtain executive approval before posting and competitive recruitment can begin. Please consult with your HRBP for guidance.

  • Who is considered executive leadership for the purposes of granting posting and hiring freeze exceptions?

    Posting and Hiring exceptions must be approved by the relevant Executive Vice President(s) – or the President for those units reporting directly to him/her. In the Schools the approval(s) will come from the corresponding Dean(s).

  • What if a search is already underway?

    The University will honor any written offer letters that were extended to candidates as of Tuesday, April 14, 2020. If a search is underway and an offer has not been extended, the search should be paused—unless and until an exception has been granted. For faculty wage positions, Deans or their designees have the authority to approve exceptions to the hiring freeze. For salaried faculty positions, the Provost’s Office will work with the schools to review and move these positions forward as appropriate. For Operational Units, positions will need to be approved as Tier 1 by the corresponding EVP in order to move forward with an offer.

    Please consult your HRBP if you have additional questions.

  • What happens to my current positions (requisitions) if they are taken off the website during the Hiring Freeze?

    The searches will come down and fall into two categories, closed or on-hold (frozen). Searches that are closed, the applicants will be dispositioned, and should you want to repost the position at a later date, the position will need to go through the normal financial and leadership approvals. If the position is Frozen, then the position can be reactivated, and the search can resume but will need to follow the appropriate approval process for an active search. The decision will be based on the level of the search, the difficulty to fill the role, and how far the search has gone in the process and will be handled case by case in conjunction with ECOR.

  • I had identified a short list of candidates or a finalist and made the decision to freeze my search, will I be able to continue with my search or make an offer once the hiring freeze is lifted?

    This will be determined on a case by case basis, in partnership with the school dean’s office, the Provost’s office and EOCR.

  • Who Will Contact the Applicants in my pool?

    The Recruiter will contact all applicants and disposition any pools being closed. We would ask that any candidate that was engaged in an interview be reached out to and addressed by the manager. Please reach out to your Recruiter for assistance with messaging.

  • I had a short list, and or, a finalist, should I contact them and let them know what is happening with the position?

    If you identified particularly strong talent and candidates in a pool, you may choose to reach out and stay in contact with them over the time the position is on hold/frozen. Your recruiter may assist you with this as well if you wanted the Recruiter to reach out in addition (or do this for you).

  • What process do we follow if we are in the School of Medicine or School of Nursing in order to get a position posted or make an offer?

    If you have identified a need for a new or backfilled position, please consult with your HRBP as the final details to the process are still being worked out.

Qualtrics and Requisition FAQs

Qualtrics is the vehicle for posting exception process, which will ensure that the posting approval process is being managed accurately and provide real time, (weekly), feedback as to request approval/ denial. The Qualtrics form can be accessed here.

For assistance on the Qualtrics form, please review this job aid.

  • Is this form for everyone to gain approval to post a new position?

    No. This form is ONLY for operational units (or those non-school units reporting to the EVP/Provost) and those areas that are NOT considered a School.

  • Is this required to hire Temporary or Wage Employees?

    Yes. You will have to submit a form for a Temporary/Wage employee (non-faculty). There is a section on the form that will ask for the ‘employee type’ for which you would like to recruit and hire. Please denote that the request is for a Temporary/Wage.

  • What should I do if I am in a School and need a new position posted?

    Please connect with your HR Business Partner or an appropriate contact in your dean’s office to begin the process. They will help you identify the appropriate route for your position request. Each school will have its own process for reviewing and approving faculty wage positions. Salaried faculty positions must be reviewed by the Provost’s office after receiving a recommendation from the dean.

  • How do I post a position for a Faculty role?

    Please connect with your HR Business Partner or an appropriate contact in your dean’s office to begin the process. They will help you identify the appropriate route to follow. Each school will have its own process for reviewing, approving and posting faculty wage positions. Salaried faculty positions must be reviewed by the Provost’s office prior to posting.

  • How do I know if I need to submit the form and where is the form located?

    We recommend that you consult your HR Business Partner to discuss the proper steps necessary in requesting an exception request. They will be able to direct you accordingly.

    The Qualtrics form is located here: UVA Qualtrics Requisition approval form.

    For assistance on the Qualtrics form, please review this job aid.

  • What is required of me to submit the form?

    Please work with you HR Business Partner to assist you in development of the necessary information that will be asked on the form. Specifically:

    • Business justification addressing the need for the position- The position aligns with the support of these essential areas critical to the mission of the University.
    • Correct job profile
    • Anticipated hiring range
    • Funding types
    • FTE allocation
    • Funding source
    • Expected start date- onboarding, work location
  • How Will I hear my result?

    You will receive an email notice from at the point your request has been approved or denied.

    Approval: “This request has been approved and your recruiter will be contacting you regarding next steps within approximately 2 business days.”

    Denied: “Leadership has not approved this request and at this time the position will not move forward. Please consult with your HR Business Partner if you have questions about the process or to discuss alternate/potential solutions.”

  • What do I do if my position is denied?

    Please work with your HR Business Partner to understand why your request was denied.

  • Who Is Approving?

    Position approval ultimately comes down to the corresponding EVP for the Qualtrics form or the School Dean (or their Designee) via traditional Workday method.

  • What is the routing process for approval?

    Once the form is submitted it will route to your HR Business Partner who will check to ensure all required pieces are present before moving the request forward. It will then route to your area VP for approval, before ultimately arriving with the EVP to be reviewed in concert with the CHRO. Requests will be collated and reviewed weekly.

  • What is my responsibility as an approver?

    Review the merits of the position request and provide comments in favor or in denial of the request.

  • I have received an approval response, what do I do next?

    Your Academic Recruiter will be in touch within 2 business days and will work with you to begin the requisition posting process in Workday. The position will route through the normal business process and require Leadership and Finance approval in Workday before being posted.

  • Do I need additional approval to make an offer once I have successfully gone through the interview process?

    No. You do not need additional Leadership approval to make the offer. Please work with your Academic Recruiter and HR Business Partner to develop a fair and equitable offer. Please note, offers outside of the 67th market percentile will still need to route to UVA Compensation for approval.