Instructions for FY 2024 Hiring Plan Submissions

The hiring plan process asks each school to forecast their hiring needs for the upcoming faculty recruitment cycle. Faculty hiring plans will be reviewed and approved by the provost’s office on a rolling basis. All hiring plans should be submitted by October 31, 2023. While we anticipate the majority of salaried faculty positions will be included in the hiring plan, we recognize the need for an off-cycle hire may arise. Off-cycle hiring requests may be initiated on the Exception to Search Requests and/or Off-Cycle Hire Requests form.

Hiring Plan Components

The faculty hiring plan consists of two components: 1) a narrative description of the school’s overall hiring strategy; and 2) a Smartsheet spreadsheet outlining individual hires. Both components of the plan should be submitted at the same time. Further submission details can be found below.

  1. Narrative Description of Overall Hiring Strategy

    The narrative should describe how the proposed hires align with the school’s teaching and research needs as well as any other identified strategic priorities. The following topics should be addressed:
    • Anticipated proportion of T/TT, AGF, and wage hiring and the rationale for this distribution,
    • expected change in faculty size, addressing if new hires are for replacement or expansion,
    • how an equitable and inclusive faculty recruitment process will be conducted (feel free to attach the school’s faculty hiring process document instead of a description), and
    • how the school will fund unexpected positions that may arise throughout the year (such as dual career hires.)
  • It is expected that all proposed hires be consistent with anticipated school resources as identified in the school’s approved budget and long-term financial plan, in alignment with UVA’s RCM/UFM model. In addition to the topics above, any anticipated hires that are not consistent should be explained.
  1. Smartsheet of Anticipated Line-Item Faculty Hires

    Each school will be provisioned with a Smartsheet that will be available in the “Faculty Hiring” section of the Faculty Affairs Portal beginning Friday, June 16, 2023. The Smartsheet will only be available to select personnel in each school.

    The spreadsheet should include all T/TT and AGF hires at or above 0.5 FTE. The spreadsheet should not include faculty wage or visiting positions as these are intended for short-term or intermittent needs. Faculty renewals should be included only when renewing a one-year nonrenewable contract or when converting to a three-year contract.

    Entries into this spreadsheet will provide key information for the creation of job postings in Interfolio and will facilitate a smooth transition for the selected candidate from Interfolio into Workday. For each requested hire, schools must provide the following information to facilitate Interfolio and/or Workday setup:

 

Fields for Interfolio and Workday Processes
Field Name Field Type Description
Academic Unit Dropdown list (unique to school) This field will be utilized for position creation in Interfolio and for transfer of the selected candidate back to Workday. Please ensure this field is accurate as it cannot be changed in Interfolio once a position is created.
Position Type Dropdown list This field (similar to track type) will be utilized for position creation in Interfolio. Please ensure this field is correct as it cannot be changed in Interfolio once a position is created.
Rank Dropdown list All ranks that apply should be selected. Please select “Open Rank” for open rank searches.
Job Profile Auto-populate This field is automatically populated based upon “position type” and “rank” selections. This field will be utilized for Workday setup of the selected candidate.
Position Manager Write-in This field will be used to identify the appropriate supervisory organization in Workday for the selected candidate.
Position Posting Title Write-in This field will populate the posting title in Interfolio and all job boards.
This field will populate the posting title in Interfolio and all job boards. Date selection This field will be used in Interfolio.

In addition to the fields above, the following fields are needed by the provost’s office to complete review of hiring plans:

 

Fields for Provost’s Office Use
Field Name Field Type Description
Primary Need Dropdown list Select all options that apply (teaching, research, administration, or other).
Budget Explanation Write-in This column should be used to identify how positions that are not consistent with the submitted budget will be funded. For example, if newly established endowed chair funding will be used, or this is a Grand Challenge hire, please use this field to identify which hire. If all hires are consistent with the school’s submitted budget, this column may be left blank.
Delay Posting Checkbox When this field is checked, the position will not be entered into Interfolio immediately following hiring plan approval. If this field is checked, please provide additional details on posting timeline in the “notes” field.
Notes Write-in Any additional considerations for the provost’s office may be provided in this field. If a search is being carried over from FY 23, please note that here. Please also note in this field if a search will have multiple seats.
     

Submission and Review of Hiring Plans

Prior to submission of the hiring plan, please ensure that the strategy narrative is attached to the top yellow row of the spreadsheet.

Use the paperclip icon in the left-hand corner to attach the strategy narrative.

 

snapshot of screen showing paperclip icon with red circle around it

 

When the plan is ready to submit, change the yellow row in the “Submit Hiring Plan for Provost Approval?” field from “No” to “Yes” to complete submission. This change only needs to be made for the top row and does not need to be made in subsequent rows. Ensure that the change is saved by pressing the floppy disk icon in the top left corner of the sheet.

 

showing question "Submit Hiring Plan for Provost Approval?" with drop down options of "No" and "Yes" with a red circle around "Yes"

 

Reviewers in the Provost’s Office will be notified immediately when a plan is submitted. Changes should not be made to the plan following submission unless specifically requested by the provost’s office. Schools should allow at least three weeks for hiring plans to be reviewed.

The Dean of each school, as well as any personnel with access to the hiring plan, will be notified via email when the plan is approved. Please note that any comments from the provost’s office will come via email communication only and will not appear directly on the hiring plan Smartsheet.

Transition of Approved Positions to Interfolio

Once the hiring plan is approved, the provost’s office will share the spreadsheet of approved hires directly with recruitment. Recruitment and the UVA HR Workday team will then use this information to create positions in Workday. From there, using a system integration, the positions will automatically be moved to Interfolio for the duration of the search process.

Questions

Please direct substantive questions regarding hiring plans to Maite Brandt-Pearce, and questions about the Smartsheet process to Claire Flynn.

Faculty Recruitment & Retention
Faculty Affairs