Frequently Asked Questions

Workday is our tool to recruit applicants and fill positions. You can find the entire process on our website. It is important to familiarize yourself with all the steps (from creating the job requisition to onboarding the selected applicant), and with the security roles authorized to move applicants from one step to another to avoid delays throughout the search process. Only Hiring Managers, Recruiting Coordinators, and Recruiting Partners have access to the different steps associated with recruitment processes. If you have questions, email Recruitment. For urgent matters, call (979) 845-5154.

If you are looking for an Employee:

1. Enter name of the person in the Global Search Bar (center of the screen)
2. Right click on the Employee's name to See in New Tab (SINT) the Employee's Profile.
3. Click Actions capsule under Employee's name
4. Scroll down until you see Worker History → View Worker History by Category.

If you are looking for a candidate in a Recruiting Process:

1. Enter name of the person in the Global Search Bar
2. Right click on the ellipses (twinkie) next to candidate name to SINT.
3. Click the Actions capsule → Business Process → Business Process Event History.
4. Select the appropriate job application you wish to view. Click OK.
5. Click the Process tab.
6. Scroll to see Process History and Awaiting Action Items.
7. Click the Remaining Processes button for what's next.

Departments are responsible for forwarding the following records to Recruitment:

1. A numerical ranking system or Hiring Matrix, used to score and screen applicants at each stage if the hiring process. We have developed a Screening tool for your convenience.
2. Interview questions. All interviewed applicants have to answer the same questions and their answers should be documented. See Interview Resources to see samples of Interview Questions.
3. References must be obtained for the final applicant and the responses will be gathered from Xref and recorded by the Human Resources Hub professional. For internal applicants, departments are encouraged to check employee files and performance.
4. All written communications with candidates, including scheduled interviews and any feedback provided during the search process.
5. Proof of selective service registration if applicable.
6. Degree verification will be conducted by the Human Resources Hub professional and the results documented.

1. The Hiring Manager will update the Human Resources Hub professional which candidate(s) are selected as finalist(s).
2. Human Resources Hub professional will conduct the degree verification and document the release form and verification.

The Workday Candidate Grid is the table that lists all the candidates that have applied to a position. You can access the Grid in Workday by choosing the Candidates tab in the Requisition page.

1. Locate the Job Requisition by opening Workday and entering the Requisition number in the Global Search Bar at the top of the screen.
2. Click on the ‘More Categories’ link in the menu bar on the left side of the screen, then select the job requisition that appears in the main page area.
3. Click on the Candidates tab.
4. In the candidate grid you can use the sub-tabs to view candidate information and open their resume. You can also click on the candidate(s) name(s) to view their application profile. Managers should not take any actions from the candidate grid. The Human Resources Hub professional or Talent Acquisition Specialist will move candidates forward or decline candidates as appropriate throughout the process.

You can use the Candidate Grid (the table that lists all the candidates that have applied to the position) only to review candidates’ information to make selections for interview or offer. Workday is designed to follow steps through actions sent to the Workday inbox. If you work directly from the Candidate Grid to advance candidates through the different recruitment steps, Workday might skips steps and important processes such as checking for duplicates are missed causing major delays in the hiring process. The Human Resources Hub professional and/or Talent Acquisition Specialist will take these actions as appropriate throughout the process.

1. Contact your Human Resources Hub professional to alert them to your requirement to hire into a staff or temp/casual position. 
2. Your Human Resources Hub professional will schedule a conversation with you to learn more about your needs. 
3. The Human Resources Hub professional will create the Position (if needed) and the Job Requisition in Workday.
4. The new Job Requisition will route to your Department Head and Executive Approver for approval
5. The Talent Acquisition Specialist will post the newly created and approved Job Requisition.

Yes, your Human Resources Hub professional with the support of our team of Talent Management Specialists can assist you at various stages of the screening and selection process. Please contact Talent Management at jobs@tamu.edu if you have questions or need help.

1. Fill out the Criminal Background Check Request Form.
2. Email the form to Recruitment at jobs@tamu.edu.
3. Recruitment will submit a request to Sterling, our background check vendor.
4. Each applicant will receive a system generated email invitation from Sterling. Note that the consent cannot be completed from a tablet or smartphone.
5. Once the background check completes clear, Recruitment will send a clearance email with the date of clearance. If there is an issue, Human Resources and Organizational Effectiveness will resolve the issue and notify the Security Contact of the results.

Yes, if you have 10 or more background checks (non-camp) to process, email an Excel file including first name, last name, and email address, as well as the completed Criminal Background Check Request Form to Recruitment at jobs@tamu.edu. All background check requests for Camps must be submitted in Excel.