Workday-HCM: Candidate Management Process for Central HR
- Tammy Voigt
Overview
This document explains how Central HR can review, screen, assess, and interview candidates. This document also explains how Central HR can work on background checks, offers, and get the candidate ready to be hired in Workday. The following roles can be assigned to a job requisition:
Primary Recruiter: Perform recruiting functions for assigned job requisitions. Examples include creating, qualifying, and evaluating applicants for jobs and positions. Approval authority for pre-hire, recruiting, and staffing events.
Recruiter: Perform recruiting functions for assigned organizations. Examples include creating, qualifying, and evaluating applicants for jobs and positions. No approval authority
Search Chair: Organizes and supports the recruitment process from start to finish including but not limited to screening candidates, setting up committee interview teams, coordinating interviews, conducting reference checks, etc. The Search Chair is required to be assigned for all job requisitions.
Search Committee Member: reviews candidates and may sit on the interview team and provide interview feedback. This role is designed to be viewing access to candidate applications and assigned at the job requisition level.
Recruiting Support Initiator: Performs recruiting administrative support functions specific to the job requisition such as scheduling interview(s), preparing offer(s) and other recruiting administrative tasks. Recruiting Support roles are intended for someone who is associated to the hiring department and assigned at the job requisition level. This role is required to be assigned for academic recruitments.
The recruitment process is dynamic and therefore the stages of recruitment as they are documented may not be the exact order a recruitment process would follow at your institution.
The recommended browser for accessing Workday is Google Chrome. However, Mozilla Firefox and Apple Safari may also be used.
Considerations by Institution
Reference check process varies by institution. Refer to the notes in the Reference Check section of this job aid for more information.
Icons Referred to in This Document
 Add Row | Prompt | Save | Required Field |
Calendar | Notification | My Tasks | Pencil |
Review Candidate
Notes: Once a candidate applies to a Job Requisition, the candidate is automatically moved to the Review stage.
Enter Job Requisition Workspace into the Search bar and select the report.
The Job Requisitions Workspace displays.
Select the Job Requisition you wish to review candidate(s) for.
Select Review under the Awaiting Me column.
The Candidate’s Job Application Details page displays.
Select Overview on the blue menu pane to review the information entered by the Candidate.
Note: To view changes made to the Job Application, select the Application Changes tab.
Select Attachments on the blue menu pane to review the attachment(s) submitted by the Candidate.
Select Questionnaire Results to view the Candidate’s answers to questions asked during the job application process.
Select Summary on the blue pane to return to the Candidate’s Job Applications page.
Select Move Forward and choose Candidate Screen from the drop down menu to move the Candidate to the next step.
Notes:
Go to Screen Candidate section of this job aid if you are the Primary Recruiter for the job requisition to continue next steps.
Candidates can be declined during the review stage. Search Chairs only have the option to move a candidate forward; they cannot decline candidates.
Screen Candidate
Note: Once the candidate is placed into the Screen stage, a questionnaire will route directly to the Search Chair and Recruiting Support Initiator. This is an optional questionnaire, and the search team has the opportunity to upload any supporting attachments pertaining to the screening of the candidate. Once the questionnaire is completed with attachments or skipped, the Search Chair and Recruiting Support Initiator will have the opportunity to "Make Screen Decision."
Select Move Forward and from the drop menu to move the Candidate to the next step.
Notes:
Go to Assess Candidate section of this job aid if you are the Primary Recruiter for the job requisition to continue next steps.
Search Chairs and Recruiting Support Initiator’s cannot decline candidates and should work with the Recruiter to complete.
Assess Candidate
Note: The Assess Candidate process routes directly to the Primary Recruiter. Only administrative Candidates will go through the Assess Candidate phase; Academic Candidates will not undergo an assessment. The Assessment will take place outside of Workday; however, you will need to add the Assessment results in Workday.
Use the Calendar to select the Overall Date.
Use the Prompt to select an Overall Status of Pass, Fail or Pending.
(Optional) Enter additional information about the Overall Status or Date into the Comment textbox.
Select Add Row in the table to complete the following fields about the Assessment completed by the Candidate:
Assessment Test: Use the Prompt to select the Assessment Test that was given to the Candidate.
(Optional) Score: Enter the score the Candidate received on the Assessment.
(Optional) Status: Use the Prompt to select the Status of the Assessment.
(Optional) Date: Use the Calendar to select the Date the Assessment was completed.
(Optional) Comment: Enter additional comments about the Candidate’s Assessment in the
textbox.
Note: Select Remove Row to delete the entered Assessment Details.
Repeat step 6 until all assessments are entered and then move onto step 8.
Select Submit.
Select Assessment Decision on the Success! Event submitted popup to move the Candidate forward or decline the Candidate.
Choose from one of the following two choices:
Select Move Forward and choose Interview from the drop down menu to move the Candidate to the next step.
Select Decline and choose the reason you are declining the candidate for the Job Requisition.
Note: For staff positions, the Primary Recruiter will have a pop up for starting Interview Candidate tasks. See Interview Candidate section of job aid.
Interview Candidate
Notes:
For Non-Academic positions, only the primary recruiter will receive a To Do: Review Candidate Consideration for Interview. This step will give the primary recruiter the opportunity to review and vet out the candidate that is being considered for the position.
Select Submit to move forward to the schedule interview task.
The Interview Candidate task routes to the Search Chair and Recruiting Support Initiator to schedule an interview with the candidate.
The Schedule Interview page displays.
Use the Calendar to select a Date for the interview.
Time Zone: automatically populates.
Select Add Row in the table to fill in the scheduling details for the Interview:
Interviewers: Use the Prompt to choose everyone who is interviewing the candidate for the interview being scheduled.
Note: this is a multi-select field and more than one interviewer can be selected.
b. Duration: Enter the Interview length in minutes.
c. Interview Type: Use the Prompt to select the Interview Type.
d. Questionnaires: Use the Prompt to select the Interview Notes Uploaded option under the Questionnaires column.
Repeat steps above until each interview is listed in table.
Note: Each interview is in its own row.
(Optional) Select the checkbox for Use Same Location or Room under Location Selection section.
Select Next.
Select the time of the Interview by choosing the time on the Calendar.
The Schedule Interview pop up displays.
Review the information and edit as needed.
Select OK.
The Schedule Interview [Candidate Name] – [Job Requisition] page displays.
Select Next.
(Optional) Enter the Subject and Body in the appropriate text boxes to send an email to the Interview Team regarding the interview.
Note: Select the checkbox under “Do not send email” in the Additional Options section to skip the email step.
(Optional) Use Select files or drag files here for attachment(s) to upload supporting documentation.
Note: For this section, you may only upload DOC, DOCX, HTML, PDF, or TXT file types.
Select Submit.
The Submission page displays.
Notes:
Select the Candidate to return to the Candidate Profile.
Select the Job requisition to return to the Job Requisition.
Manage Interview Feedback
Notes:
Each Interviewer identified will receive an item in My Tasks to Provide Interview Feedback. This will give interviewers the opportunity to upload any Interview Notes (optional), as well as provide a rating and comment (also both optional).
Once interviews are completed, the Search Chair and Recruiting Support Initiator will complete the task of Manage Interview Feedback. This task provides viability into all feedback submitted by interview team members.
Enter the candidate’s name into the search bar and select the candidate.
The candidate’s job application details page displays.
Choose from one of the following options based on how the interview(s) went:
Select Move Forward and choose Reference Check from the drop down menu to move the Candidate to the next step. Go to Reference Check section of the job aid.
Select Move Forward and choose Schedule More Interviews from the drop down menu to schedule additional Interviews with the Candidate.
Reference Check
Notes:
CSU: The Central Human Resources department at will complete the reference check for a Candidate.
BSU, SU, FSU: The department or the Search Chair will complete the candidate’s Reference Check.
Ubalt: The Search Chair will complete the Reference Check.
Select Complete Questionnaire on the You have submitted pop up.
Note: If you closed the pop up, navigate to My Tasks under All Items and select the Reference Check for Job Application item.
The Complete Questionnaire page displays.
Use Select files or Drop files here to add attachment(s) to upload documentation of completed reference check(s) for the candidate.
Note: This step is required and cannot be skipped.
Select Submit.
Select Review on the You have submitted pop up to return to the Candidate’s Profile.
Note: The reference check decision task routes to the Recruiting Support Initiator, the Search Chair, and the Recruiter.
Choose from one of the following options:
Select Offer. Skip to Offer section of the job aid.
Select Decline and choose a reason for declining the candidate.
Offer
Notes:
Academic offers are typically completed by the respective department. For Academic positions, this task routes to the Recruiting Support Initiator Role.
Non-Academic offers are completed by Central HR. For Non-Academic positions, this task routes to the Primary Recruiter.
Select Open on the You have submitted pop up.
Note: If you closed the pop up, navigate to My Tasks under All Items and select Academic Offer or Staff Offer item.
The Initiate Offer for page displays.
Select the Pencil to complete the following fields under the Details section:
Hire Date: Use the Calendar to select a Hire Date for the Candidate.
Hire Reason: Use the Prompt to select a Hire Reason.
Location: automatically populates based on information in the job requisition.
Select Save.
(Optional) Select the Pencil to edit the following field under the Job Details section if applicable:
Note: The Job Profile and Business Title automatically populate to what is listed on the Job Requisition.
a. Business Title: Update the Business Title if applicable.
Select Save.
(Optional) Select the Pencil to edit the following field under the Working Time section if applicable:
Note: The Working Time section automatically populates to what is listed on the Job Requisition.
a. Scheduled Weekly Hours: Update the Scheduled Weekly Hours if applicable.
Select Next.
(Optional) Select the Pencil to edit the following fields under the Salary section:
Note: The Job Requisition compensation amount (salary/hourly) will default in these sections. Edit the Salary section if this is exempt.
a. Amount: Update the Salary Amount.
b. Currency: Automatically populates to USD.
c. Frequency: Automatically populates to Annual.
Note: To edit this field, use the Prompt to select a different Frequency.
Select Save.
(Optional) Select Pencil or Add under the Hourly section if applicable based on job requisition. requirements.
Note: The Job Requisition compensation amount (salary/hourly) will default in these sections. Edit the Salary section if this is non-exempt.
a. Use the Prompt to Add or Update the Compensation Plan.
Select Next.
The Summary page displays for Initiate Offer for.
Review all information.
Select Submit.
Notes:
Academic Offers will route to the HR Dean for approvals. The HR Dean will navigate to My Tasks and select Offer for Job Application and select Approve.
Non-Academic Offers approvals will route to the HR Partner for approval. Once approved by the HR Partner, the task will route to the Compensation Partners for Approval.
For Non-Academic Offers, navigate to My Tasks and select Coordinate Offer.
Note: For Academic Offers, the Recruiting Support Initiator takes care of the Coordinate Offer task.
The Complete Questionnaire page displays.
(Optional) Use Select files or drop in files to add attachment(s) to upload the Offer documentation.
(Optional) Enter any comments about the attachment(s) in the comment textbox.
Note: It is important to coordinate the offer between the Worker who will give the verbal offer and the Candidate before completing this step.
Select Submit.
Notes:
For Academic Offers, the draft offer letter task routes to the Academic HR Partner.
For Non-Academic Offers, the draft offer letter task routes to the Primary Recruiter.
Navigate to My Tasks and select Institution Staff Offer Letter.
The Generate Document page displays.
Select Review.
The Offer Letter Template page displays.
Enter Document Details.
Select Submit.
Notes:
Once you select submit, the Offer Letter routes to an internal signer and signed electronically via Adobe.
For Academic Offers, the letter routes to the provost to sign. CSU Academic Offers will route to the Provost and President.
For Non-Academic Offers, UBALT and SU will have their Primary Recruiter sign the offer Letter. For BSU, FSU and Coppin, the HR Executive will sign the offer letter.
Once submitted, the Candidate signs the Offer Letter and updates their Personal information.
Once the candidate as signed their offer letter, then the "Make Offer Decision" will route to recruiter.
Background Check
Select Background on the Submission pop up.
Note: If you closed the pop up, navigate to My Tasks under All Items and select the Background Check item.
The Select Background Check Package pop up displays.
Use the Prompt to select the Name of the Background Check package.
Note: The background check is conducted outside of Workday.
Select Submit.
Note: Once the background check is complete, the Background Check task routes to the Primary Recruiter.
Navigate to My Tasks under All Items and select the Background Check for Job Application item.
Use the Calendar to select the Status Date for the Background check.
Use the Prompt to select a background check Status.
(Optional) Enter additional information about the Background check in the Comment textbox.
Select Submit.
Select Review on the Submission pop up box.
Select Move Forward and choose Ready for Hire from the drop down menu to move the Candidate to the next step.
Notes:
Once you Select Ready for Hire, the HR Partner will receive a My Tasks item to complete the Hire process for the Candidate.
Once you move a Candidate to Ready for Hire, the job will automatically unpost from the job posting site.
After 7 days of the Candidate starting the position, the remaining candidate applications for the job requisition would automatically be declined.
If the Candidates offer needs to be revised, select revise offer and complete the offer step listed above.
See the Hiring in Workday for HR job aid for more information on how to process a Hire from recruitment.
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