Interfolio uses two types of status assignments as part of any faculty search: 

• Position status: for the school leadership to track where positions are in the search process, and 
• Candidate status: for the search committee to track where each candidate sits in the review process. This may also be referred to as Application status. 

This document describes the position statuses and candidate statuses used at UVA and how to use them. 

Position Status 

Position statuses indicate the current state of a position in the search process and can be used to set permissions for committee members and applicants.  

For each status, you are able to modify whether the applicants can see that the search is currently in that status and whether they can update their submission while the position is in each status. Please do not modify the names of the statuses. 

The following lists the position statuses used at UVA: 

Position and Committee Setup and Approval Phase is used when a position has just been created by Workday Integration. The position stays in this status until the recruiter posts the position and it is open for candidates to apply. 

Accepting Applications is the position status the recruiter chooses when they post the position in Interfolio, and it is open to candidates.   

Unit Administrators may choose to allow candidates to update their materials in this phase of the search process. 

Ready for Pool Validation is the position status the recruiter will select once the search has been open for the minimum period necessary before review can begin (30 days for salaried faculty). Each unit should assign an individual responsible for validating the candidate pool before reviewing can occur in earnest; this could be an administrator in the dean’s office or the search chair. This individual should check their Interfolio page periodically to see if any of their searches are in this status. They can pull the demographic information for each search’s candidate pool and decide whether to suggest that further advertising might help enrich the candidate pool. Each unit has its own process for this step. 

The candidate should not see this position status. However, applications can continue to be received, and the administrator may want to allow applicants to be allowed to update their materials during this position status. 

Reviewing Applications is the position status used once the candidate pool has been validated. The individual who has validated the candidate pool is responsible for changing the position status to Reviewing Applications once the pool has been validated. Once this status has been selected, the search committee members have access to the candidates to start their review process. 

It is up to the unit whether candidates can see this status or not. We do not recommend that applicants be allowed to update their materials once this status has been reached. 

Long List: Dean Review is the position status the search committee chair or their designee selects once the committee has identified the candidates that should go through a first round of interviews, usually by phone or Zoom. This list of candidates is known as the long list. Schools and units that do not require dean’s office approval of the long list of candidates can skip this status and go directly to Long List: Approved. 

We do not recommend that applicants see the position status once this status has been reached. 

Long List: Approved is the position status the dean or their designee selects once the long list (and interview questions, as appropriate) has been approved. If a school or unit does not require dean’s office approval of the long list, the search committee chair or their designee can select this position status directly.  

Short List: Dean Review is the position status the search committee chair or their designee selects once the committee has identified the candidates that should be invited to an on-Grounds interview. This list of candidates is known as the short list. Schools and units that do not require dean’s office approval of the short list of candidates can skip this status and go directly to Short List: Approved. 

Short List: Approved is the position status the dean or their designee selects once the short list (and interview agenda, as appropriate) has been approved. If a school or unit does not require dean’s office approval of the short list, the search committee chair or their designee can select this position status directly.  

Interviewing Finalists is the position status the search committee chair or their designee selects when the search is undergoing on-Grounds interviews. 

If the unit is not satisfied with the short listed candidates once the interviews have concluded, the search committee chair or their designee may step back and reselect a previous position status, such as Reviewing Applications or Long List: Dean Review. 

Final Candidate: Dean Review is the position status the search committee chair selects when final candidate(s) have been selected. Interfolio does not message the dean that this status has been reached, so external communication is warranted to ensure a timely approval of the final candidate for offer. 

Dean's Approval for Offer is the position status selected by the dean or their designee when the dean has approved a final candidate for an offer. The candidate status of any candidate not selected for an offer should be changed back to Short list. The recruiter monitors the open searches and when this position status is selected, they begin the offer letter process outside of Interfolio. 

Final Candidate Approved: Once the recruiter receives the signed offer letter, they will notify the unit administrator or search committee chair (depending on the school/unit). If additional seats are searched on the same posting, the unit administrator or search committee chair will determine the appropriate position status for any remaining ongoing searches. If the search has no remaining seats, the unit administrator will work with the search committee chair to disposition the remaining candidates. 

Position Filled (No Approved Open Seats Remain) is the position status the unit administrator or search committee chair chooses when all positions to be filled through this posting have been filled. 

Candidate Status 

Candidate statuses indicate where an individual application is in the review process and can be used to set permissions for applicants. These statuses are used by the University to run reports on the demographics of candidates in various stages of searches. Please do not change the names of these statuses. 

Minimum Qualifications Met is the candidate status the recruiter selects for each candidate that has met easily verifiable qualifications stated in the job posting. The recruiter will not judge the suitability of any candidate for a faculty position at UVA. Typically, only required degrees and years of experience are checked by the recruiters. 

Longlist is the candidate status the search committee chair or their designee selects for each candidate that will be invited for a first round of interviews, typically by phone or Zoom. The list of these candidates is generally called the long list. Often the selection of candidates to this status is followed by a change in position status to Long List: Dean Review or Long List: Approved. 

Shortlist is the candidate status the search committee chair or their designee selects for each candidate that will be invited for an on-Grounds interview. The list of these candidates is generally called the short list. The status of any candidate on the long list who is not selected for the short list should remain as Longlist. Often the selection of candidates to Shortlist is followed by a change in position status to Short List: Dean Review or Short List: Approved.  

Selected Finalist for Hire is the candidate status the search committee chair or their designee selects for candidates recommended for hire. Some department chairs or deans prefer to see one candidate recommended and others prefer to see a few candidates. The status of any candidate on the short list not selected as a finalist should remain as Shortlist. Often the selection of candidates to Selected Finalist for Hire is followed by a change in position status to Final Candidate: Dean Review. 

Offer Pending is the candidate status the recruiter selects when the dean’s office changes the position status to Final Candidate Approved. It indicates that an offer letter is being drafted or has been sent to the finalist for signature. No action should be taken on other candidates while an offer is pending.  

Offer Letter Signed - Send to Workday is the candidate status that the unit administrator or search committee chair selects when an offer letter to a candidate is accepted, and the candidate has signed the offer letter. This candidate status indicates that the candidate can be transitioned to Workday. 

If the search has more than one seat, the search committee chair or their designee is free to change the position status to another appropriate status (e.g., Shortlist or Selected Finalist for Hire) and select other candidates as Selected Finalist for Hire. 

If the search has no remaining seats, the unit administrator will change the position status to Position Filled (No Approved Open Seats Remain). They will work with the search committee chair or their designee to disposition the remaining candidates. The status of dispositioned candidates should not be changed so that proper reporting can be done on where in the search process each candidate ended. Disposition codes are meant to work in conjunction with application statuses rather than replace them outright. 

Candidate Moved to Workday for Hire is the candidate status that will be automatically updated by the integration to Workday once the candidate has been successfully moved from Interfolio to Workday. This status should not be changed once set by the integration. 

Archive: In addition to the candidate statuses above, Archive is an action that search committee chair or search committee member may use to remove candidates no longer in consideration. When this occurs, candidates are not notified. Candidates with this status do not show up on the committee members’ list of candidates. Instructions for archiving and unarchiving applications can be found in this Interfolio Product Help article.