F. A. Q.s for Applicants

Will I hear from Human Resources or the Hiring Department after I apply?
Those who are selected for an interview will hear from the Hiring Department. You can view your status online by logging in to your account at careers.umw.edu and clicking on Returning User. Login at the top left of the sidebar.
What do I do if I don’t have access to a computer?
Most local libraries have computer access for people who need to complete the online application. The Virginia Employment Commission or other similar state workforce centers also have computer access for folks who need it.
How do I know if my application was received?
Right after you submit your application you will be prompted with a message on your computer screen, which includes your confirmation number. Failure to see the message means that your application is incomplete and documentation or required information is missing. Please review the position details before you submit it again. Your confirmation number will be your verification that your application was received.
How do I check the status of my application?
You can view your status online by logging into your account at careers.umw.edu.

  • Click on login on the top left sidebar.
  • Enter your UMW Careers username and password,
  • Click on the Application status tab on the left side bar. You’ll see the status of each position for which you applied. Statuses that you may see include:
    In Progress – the search is still underway and no job offer has been accepted.
    Position Filled – an applicant has been chosen and hired.
    Position Cancelled – the department has decided to cancel the search at this time and a finalist will not be selected to fill the vacancy.
When I check the status of my application, it says In Progress.  What does it mean?
It means your application has been submitted and it will be in consideration for the Search Committee’s review. Your application may remain “in progress” status throughout the application and interview process. Once a decision is made the status of your application will change.
I am not able to see the Submit Button to finish my application. What should I do?
Please review the posting details or the ‘Special instructions’ of the position you are applying for. Verify that you have attached all of the required documentation needed for the position. In order to complete the application process, all the required documents must be attached when the application is submitted.
When will I hear from the hiring manager/department?
Once the ad posting closes, the application screening process begins. It will take approximately 4-8 weeks before a decision is made by the Search committee. Once all the applications are reviewed, the candidates selected for an interview will be notified by the hiring manager; candidates not selected for an interview will be notified via email.
How long does it take to fill an advertised position?
Advertised postings will be filled once a selected candidate is chosen by the Search Committee. It will take approximately 4- 8 weeks to fill a position in some cases; the time that it takes to fill a position will vary from department to department.
How are open positions filled?
Based on review of the applicants’ qualifications, the hiring department will select candidates for further consideration and will contact identified candidates for an interview or additional information.
I am already a UMW employee. Do I have to complete a new application? If so, why?
Applications are required of each person applying for a position for the first time. It is likely that you may have acquired additional skills, experience and education since you originally applied that should be considered.  In addition, completing an online application ensures your qualifications and personal information will be documented and ensures accurate applicant tracking information for every position.
What do I do if I am not ready to apply for a positing at this time?
If you do not want to apply for a posting at this time, feel free to continue to search the postings. You may search for open posting without having to log into the system.
Can I withdraw my application after I have submitted it for a specific job posting?
You may withdraw your application up until the closing date of a job posting, however, you will not be considered or able to re-apply for that position once you withdraw your application.
How can I do changes or update my application?
Any changes or updated information on your application must be done before you submit it. After you login:

  • Click Manage Applications option on the left side of the navigator,
  • Select Edit Full time/hourly application. Once you submit your application materials your documents are locked and cannot be edited. You will need to email jobs@umw.edu with the specific details that need to be changed / updated.
Can I resubmit an application for a job posting if I forgot to include information or if I need to change my address or phone number?
You will not be able to make any changes to your application once it has been submitted for a specific position; UMW Careers will not accept more than one application from the same user for any job posting. Any changes or additional attachments must be included before the application is submitted. If you need further assistance please follow the instructions on question #14.
What does it mean if I receive a message that I have not met the minimum qualifications?
If information you submit indicates that you have not met all the minimum qualifications of the position for which you have applied, you will receive a message encouraging you to apply for positions more consistent with your qualifications.
How do I save data on my application as I go through the application process?
You can save changes to each section of the application by either clicking Save Changes to save ad stay on the same page or by clicking Next to save your changes and continue to the next section.
If I do not finish my application, can I save it and complete it at a later date?
Yes. You must click Save and Continue to Next – or Save and Stay on this Page – to save the information you have entered. If you close your browser prior to saving the information that you have entered, your application and account will be saved, but you will lose the information on the last page that was not saved.
I forgot to attach a document with my application. How can I submit it?
Please forward any documentation, in Word format or PDF that you would like to have added to your application before the position dateline to jobs@umw.edu. Please indicate your name and position # or job title that you would like the document to be attached to.
What do I do if I want to submit a resume along with my application?
You will be able to attach a resume each time you apply for a position. There will be directions prompting you how and when to attach your resume. Please note that attaching a resume does not substitute for completing the application form.
What application materials will I need before I apply?
In addition to completing the online application, you may be asked to electronically attach additional materials, such as a cover letter and resume. Supporting documents may be attached to your application in an electronic format such as Word or PDF. You may also be asked to provide the name and addresses of professional references. In some very specific circumstances, you may be requested to send additional materials directly to the hiring department. Please review the requested application materials noted on each of the online job postings to ensure that your application is complete.
Can I copy selected information from another electronic document to complete the online application?
Yes; for example, you may copy your work experience information from a resume you have created in Word; you will then paste the information directly into the appropriate fields on the application form.
If I started the application process in the state website, can it be transferred to your site?
No; although you will be able to view our job postings in various websites, the application process is not transferable. In order to be considered for a position at UMW, you must apply through our careers website.
What do I do if I need help with completing an electronic application?
For additional assistance, please send an email to jobs@umw.edu with questions relating to the application process or call 540-654-1211.
I forgot my username and password.
Please click on the “I forgot username/password” link inside the box on the login page. If you forgot your username, you’ll be asked to type in your email address and it will forwarded to you; if you forgot your password, you will be prompted to enter in the username provided to retrieve your secret question and answer.
Do I need to create a completely new application for each job posting?
Once you have created an online application, your application will remain on file in careers. You may access your application at any time by using your user name and password. You can submit your application for any of the open positions and edit and revise your application as needed to demonstrate your qualifications for each specific job posting.
I applied for a position before the online system was upgraded, but cannot find my application. Do I have to resubmit a new online application?
Yes, you need to create a new application when you are ready to apply for an open position for the first time as the application saved on the old system is no longer available. After the initial application is created, it will be saved in the system for future use.
What information will I be asked to provide?
You will be asked to provide personal information such as name, address, phone number, etc. You will also be asked to provide information about your education and previous employment, as well as contact information regarding your employment history and references. It will be easier to complete the application if you have this information before you get started.
Do I have to fill out an application?
Yes, applications are required of each person applying for a position. Any required information is denoted with an asterisk (*). However, the more information you provide, the easier it will be to effectively evaluate your skills, abilities and qualifications. Completing an online application ensures your qualifications and personal information will be documented and ensures accurate applicant tracking information for every position.
How do I begin the application process?
To begin the application process, please visit our careers website. Select a user name and password that you will easily remember. You will want to write down your user name and password, as you will need it to apply for other positions or to check the status of your application(s) the next time you visit careers.
Can I apply directly with the hiring department?
All employment applications must be placed through our online site.
Where do I go to view job postings and apply for open positions?
You can view job postings and submit your application through our online employment website on any computer with internet access. Public computers may be accessed at local libraries and the Virginia Employment Commission offices, although an appointment may be necessary. A list of job vacancies may be viewed at the UMW Office of Human Resources in Fairfax House.
What does the ‘Close Date’ or ‘Full Consideration Date’ mean in the job advertisement?
A ‘Full Consideration Date’ means that the hiring department will start screening applications on this date and preparing for the interview process. If a viable candidate is found during the initial review, applications submitted after the ‘Full Consideration Date’ may not be consideredA Close Date means that the advertisement will no longer be available on the job site and applications will not be accepted after the close date.
Why is Hispanic/Latino the only ethnicity option asked for separately?
The two-question format is mandated by the federal government for reporting purposes. The October 19, 2007 the Federal Register, the official record for these requirements, cited historical concerns about under-counting Americans of Spanish origin or descent in past censuses. Research by the Bureau of Labor Statistics showed that the two-question format provides the most accurate responses.