Workday - Recruiting Business Processes

This guide is designed to assist Hiring Managers and HR Liaisons with the Workday Business Recruitment Process. Workday follows a preset flow, and it's important to follow the steps below to avoid delays in the hire process. If you have any questions please review our Recruitment Frequently Asked Questions or contact HROE Recruitment and we will be happy to assist you.

Create Job Requisition

Create the advertisement that is used to recruit and select candidates. 

A statement to support one or more of the following hiring criteria MUST be included in the Justification field.  Instructions here.

  1. Position necessary for health, safety, or security reasons
  2. Position has a direct impact to revenue or grant funding
  3. Not filling position would create a significant inability to meet student needs w/o other viable options

To communicate information to Recruitment such as: salary information, applicant information to include in Job Requisition, and Supplemental Questions, please use the Additional Job Description field directly below the Job Description. Remember: Job Requisitions need a position. To create a position, see here for more information.

Instructions to Create a Job Requisition can be found on Workday Help → Use Workday → Recruiting → Create Job Requisition and Post Job (Word document)

Applicants Apply

Internal and External Candidates have the ability to withdraw their own applications. Remember: Job Requisitions have to be posted/advertised for a minimum of five days before they can be unposted.

Initial Review

Review materials for each applicant for minimum education/experience

Hiring Managers should not review or act on applications in Initial Review. Hiring Managers should only review Candidates in the Screen status since they have been determined to meet the minimum qualifications for the job requisition.

Check for duplicates/internal applicants. See the Review for Duplicate Process here.

Instructions for steps in Workday

Screen

Manager can use the Workday candidate grid to review information for all candidates but any movement of candidate to move forward or decline must be done from task in inbox. Otherwise important steps may be skipped and cause delays in hiring.

Do not Decline any candidate until you are sure the selected candidate will be hired. If you are screening candidates prior to unposting the job requisition, you must enter all candidates in Screen status into the screening matrix.

Instructions for Screening Applicants

Interview

Manager can use the candidate grid to review information for all candidates but any movement of candidate to move forward or decline must be done from task in inbox.

  • Recruiting Partner receives task to check for duplicates when external candidates are moved to the Interview status.
  • The Hiring Manager or the Recruiting Coordinator will receive the task Schedule Interview. This is required to move the candidate through the process.
  • Rate Interview task is not required to complete. (Note: This task will disappear when the task Manage Interview Feedback is submitted.)
  • The task Manage Interview Feedback is submitted by Hiring Manager.
  • Manager makes Interview decision.

Note: If you are not using the Interview Team process as yet, the task to evaluate the interview can be ignored and once the Manage Interview Feedback is submitted, Workday will remove the task from the inbox.

Instructions for Interviewing Candidates

References

Manager can use the candidate grid to review information for all candidates but any movement of candidate to move forward or decline must be done from task in inbox.

Remember: This status is optional for use in Workday. However, References will be completed and documented outside of Workday using Xref. HROE Recruiting Partner will check for duplicates.

Once you have selected your candidate for hire, Stop, send an email to jobs@tamu.edu, and upload the Recruiting process documents to the secure server. Once clearance is obtained, you may move the candidate to Offer. The earlier you complete this, the quicker the process completes. Most delays in the hire process occur when Recruitment is waiting to receive the recruiting process documents for review.

Offers must be reviewed, made, and accepted prior to moving a candidate to Background Check

Offers must be documented in Workday, even if you are not using the Workday Offer template.

Upload Hiring Documents

Once you have selected your candidate for hire, STOP, send an email to jobs@tamu.edu, and upload the Recruiting process documents to the secure server. Once clearance is obtained, you may move the candidate to Offer. The earlier you complete this, the quicker the process completes. Most delays in the hire process occur when Recruitment is waiting to receive the recruiting process documents for review.

Offers must be reviewed, made, and accepted prior to moving a candidate to Background Check.

HROE Recruitment retains all documents related to recruitment processes. These documents must be sent to HROE Recruitment using our secure server. These documents include:

Use the Secure Document Server to upload the Recruiting process documents.

Follow the directions on the form at the website. The clearance emails for criminal background checks and degree verifications are not required in the uploaded documents.

Offer

  • Once approval to move to offer has been obtained by Recruitment/HROE, the Hiring Manager will move the selected candidate to Offer status.
  • An offer is required before a background check can be requested (verbal or written).
  • The HR Liaison or Hiring Manager completes the tasks to create the offer, the offer is approved by Recruitment/HROE and a PDF is provided to the HR Liaison or Hiring Manager.
  • The PDF can be personalized prior to submitting to candidate.
  • When the candidate submits the offer, HR Liaison and Hiring Manager get a task to answer whether the offer was accepted.
  • Move candidate forward to Background status.

Background Check/Degree Verification

  • For Background checks no action required by Hiring manager or HR Liaison in Workday
  • Background clearance email will be forwarded by HROE Recruiting Partner
  • Degree Verification form forwarded to candidate, completed/signed form submitted to secure server for processing

Use the Secure Document Server to upload the Recruiting process documents.

  • Follow the directions on the form at the website.
  • The clearance emails for criminal background checks and degree verifications are not required in the uploaded documents.

Ready for Hire

No action required by either HR Liaison or Hiring Manager for this step.

  • Recruiting Partner reviews documentation, verifies degree on file and completes compliance checklist submits Ready for Hire.
  • Recruiting Partner processes staffing action for Change Job or Add Additional Job for internal candidates.
  • Workday initiates Revise Hire task for external candidates.

Revise Hire and Onboarding

  • When a Job Requisition is in progress, never start a Hire or Transfer event outside the job requisition process. This will cause delays in the completion of the event.
  • Various tasks will generate to employee and others for the Hire
  • Transfer/Add Additional Job may have some onboarding tasks
  • When the Hire is successful, the Onboarding process will kick off with a To-Do task for the HR Liaison. Read and follow the directions closely to ensure all steps are completed correctly.
  • Caution all new hires to wait for Onboarding steps to come to their Inbox to update any information about themselves. They should not attempt to update information from the Workday worklets as this will cause a delay in Onboarding.