Workday-HCM: Candidate Management Process for Search Chairs and Committee Members

Overview

This document explains how Search Chairs and Search Committee Members can complete reference checks and review, screen, and interview candidates in Workday. The following roles can be assigned to a job requisition:

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

Note: 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 tab on the blue pane to review the information entered by the Candidate.

Select Attachments tab on the blue pane to review the attachment(s) submitted by the Candidate.
Select Questionnaire Results tab on the blue pane to view the Candidate’s answers to questions asked during the job application process.
Select Summary tab 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.

Note: Search Chairs only have the option to move a candidate forward.

Screen Candidate

Note: Once the candidate is placed into the Screen stage, a questionnaire routes 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 down menu to move the Candidate to the next step.

Notes:

The Assessment Test is not required at every institution or for every position. If an assessment test is not required for the role, move the Candidate to Interview.
Search Chairs and Recruiting Support Initiator’s cannot decline candidates and should work with the Recruiter to complete.

Interview Candidate

Notes:

For Non-Academic positions, only the primary recruiter will receive a To Do: Review Candidate Consideration for Interview in My Tasks. This step gives the primary recruiter the opportunity to review and confirm that the candidate meets the required minimum qualifications for the role.
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:
1. 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 the 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.
Scheduling an interview in Workday does not send out invitations to an Outlook Calendar, this should be manually done outside of Workday and sent to both the interview team and candidate.

Manage Interview Feedback

Notes:

Each Interviewer identified will receive an item in My Tasks to Provide Interview Feedback. This gives 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 the opportunity to review any interview feedback as well as interviewers, comments, and ratings. Once reviewed, the Search Chair and/or the Recruiting Support Initiator can select submit.

In My Tasks under All Items, select the Interview: [Candidate’s Name] item.
The Candidate’s profile page displays.
Select Interview Decision.

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.

Note: 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 completes the reference check for a Candidate.
BSU, SU, FSU: The department or the Search Chair completes the candidate’s Reference Check.
UBalt: The Search Chair completes 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.
To upload your institution’s accepted form of documentation for reference checks, use Select files or Drop files here to add attachment(s).

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:
1. Select Offer. Go to Offer section of the job aid.

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 the Academic Offer or Staff Offer item.

The Initiate Offer for page displays.
Select the Pencil to complete the following fields under the Details section:
1. Hire Date: Use the Calendar to select a Hire Date for the Candidate.
2. Hire Reason: Use the Prompt to select a Hire Reason.
3. 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) defaults 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.

Note: The Job Requisition compensation amount (salary/hourly) defaults 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.

Note: Academic Offers will route to the HR Dean for approvals. The HR Dean will navigate to My Tasks under All Items and select the Offer for Job Application item and select Approve.

Navigate to My Tasks and select the Coordinate Offer item.
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.