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This Reference Guide provides information on how to process a job application in the Workday system.

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  • Recruiter
  • HR Partner
  • HRS Employment
  • Appointing Authority
  • Recruiting Coordinator
  • Compensation Partner

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  • HR Partner
  • Compensation Partner
  • Appointing Authority
  • VP Spokane (for Spokane supervisory organizations)
  • HRS Employment

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Steps to Review a Job Application
Steps to Screen a Job Application
Steps to Interview a Candidate
Steps to Assess a Candidate
Steps to Perform Reference Checks for a Candidate
Steps to Move a Candidate from an Evergreen Requisition to a Linked Job Requisition
Steps to Perform a Background Check for a Candidate
Steps to Check for Duplicate Candidates
Steps to Move the Candidate to Employment Agreement (Offer) Stage
Steps to Create an Offer for a Candidate
Steps to Approve the Compensation Offer for a Candidate
Steps to Initiate Pre-Hire Probation for the Candidate
Steps to Approve the Employment Agreement for a Candidate
Steps to Generate Offer Letter for a Candidate (Faculty)
Steps to Generate Offer Letter for a Candidate (Non-Faculty)
Steps to Review the Offer Letter

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Execute the following steps to review a job application in the Workday system.
Note: The Primary Recruiter is responsible for moving the candidate to the next stage or declining the candidate from review based on feedback from the Search Committee.

  1. Log in to the Workday system.
  2. Select the Recruiting application on the Workday Home page.

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  1. On the Recruiting page, select My Recruiting Jobs option under the View section.

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  1. On the My Recruiting Jobs page, select Open in the Job Requisition Status field.
  2. Select the OK button.

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  1. Select the appropriate job requisition title.

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  1. This will display the selected job requisition page. Select the Candidates tab to view the candidates ready for review.
  2. Select the Overview, Contact, Experience, and Resume sections for a quick view of the candidate's qualifications. Select the candidate's name to review the candidate's full application and application materials, including responses to questionnaires.

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  1. The specific steps to advance a candidate in the application process will differ depending on whether the requisition is for a Faculty or a non-Faculty position. The Primary Recruiter may select one of the following options to confirm or reject the candidate:
    1. Select the Move Forward button. This displays the Move Candidates Forward window. Select the Screen stage in the Move Selected Candidates to Next Stage field. Select the OK button.

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Note: For Faculty requisitions, the candidate moves to an intermediate Shortlist stage. For non-Faculty requisitions, the candidate moves to a Request for Interview stage for HRS Employment review.
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    1. Decline: Select a reason from the drop-down list to reject the candidate.

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For non-Faculty job requisitions, the Primary Recruiter must move candidates to the Request for Interview stage for HRS Employment review. HRS Employment will screen the job application prior to approving the candidate for an interview. For an interview request, HRS Employment will execute the following steps to screen a job application in the Workday system.

  1. Log in to the Workday system.
  2. Access the Workday Inbox Image Removed (file folder) icon at the top right of the page and select the Request for Interview or Shortlist task to screen the candidate's profile. You can also select the task from the Inbox section of your Home page.

Note:

  • The Request for Interview, Request for Offer, and Shortlist stages are all part of the overall Screen stage. The Request for Interview and Request for Offer stages are for non-Faculty candidates, while the Shortlist stage is for Faculty. The Shortlist stage is not required in the Faculty recruitment process, but departments may use it as needed.
  • The Screen stage has a Duplicate Check step at the very beginning of the process. If Workday finds duplicate records for a candidate, HRS Employment receives a To Do that will alert them of potential duplicates before the Request for Interview, Shortlist, or Request for Offer action is received. HRS Employment can then review the profiles identified as potential duplicates by Workday and merge or remove the duplicate record(s) as needed.

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  1. Screen the candidate's profile against the job requirements by selecting the various categories on the left side of the page. Select the Interview button to move the candidate to the Interview stage, or the Decline button to remove the candidate from further consideration.

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Steps to Interview a Candidate

Execute the following steps to move a candidate through the Interview stage in the Workday system:

  1. Log in to the Workday system.
  2. Access the Workday Inbox Image Removed (file folder) icon at the top right of the page and select the Confirm Interview Team with HR Partner task. You can also select the task from the Inbox section of your Home page.

Note: The Interview stage has a Duplicate Check step at the very beginning of the process for Faculty positions. If Workday finds duplicate records for the candidate, HRS Employment receives a To Do to alert them of potential duplicates before the Confirm Interview Team action is received. HRS Employment can then act to review the profiles identified as potential duplicates by Workday and merge or remove the duplicate records as necessary.
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  1. Confirm the interview team with the HR Partner, then select the Submit button.

Note: The interview itself, along with any feedback from the Search Committee, happens outside of the Workday system.
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  1. Refresh the Inbox to receive a new Inbox task for scheduling the candidate's interview. Select the Interview task.

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Note: This is an optional task and can be skipped if you do not want to schedule the interview in Workday. Select the Settings Image Removed (gear) icon, then select Skip this Task.
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  1. Select the interview Date.
  2. Enter the Interviewers, Duration, and the Interview Type in their respective fields.

Note: The Duration must be entered to be able to move to the next step.

  1. Select the Add Image Removed (plus) icon to add additional interviewers if required.

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  1. Select the Use Same Location or Room checkbox if all the interviews are to be held at the same location.
  2. Select the Location for the interview.
  3. Select the Next button.

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  1. Select the time slot for the interview by selecting the appropriate box or timeslot in the calendar. A separate window opens to schedule the interview. Alternatively, you can select the Schedule button to enter the details.

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  1. Review the details and select the OK button.

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  1. Select the Next button.
  2. Review the Proposed Interview Schedule section of the Schedule Interview page. This page provides you the option to send an email to the interviewers. You can edit the subject and body of the email.

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  1. Upload any relevant documents under the Additional Options section.
  2. Select the Submit button.

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  1. Actual interviews happen outside of Workday. Interviewer feedback is also captured outside of Workday and retained in departmental files in accordance with the retention schedule.
  2. Once the interviews are completed and a decision on the next step for the specified candidate has been communicated to the Primary Recruiter, the Primary Recruiter can access the Interview task in the Workday Inbox.

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  1. Select one of the following options to confirm or reject the candidate:
  2. Move Forward: Select Assessment or another appropriate option from the drop-down list.
  3. Decline: Reject the candidate and select a reason for the decision from the drop-down list.

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If assessments are required for a job requisition, the Primary Recruiter will move the candidate forward to the Assessment stage.
The Primary Recruiter will execute the following steps to assess a candidate in the Workday system:

  1. Log in to the Workday system.
  2. Access your Workday Inbox Image Removed (file folder) icon at the top right of the page and select the Assess Candidate task. You can also select the task from the Inbox section of your Home page.

Note: Candidate assessments happen outside of Workday.
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  1. All default assessment(s) selected during the job requisition creation process will be displayed at the bottom of the Assess Candidate task. Enter the Status for each individual Assessment Test conducted.

Note: Assessments can be deleted or added if different assessment tests were conducted for the candidate. Contact HRS Employment at 509-335-4521 to discuss impacts to your recruitment effort if changes are needed.

  1. At the top of the task, enter the Overall Status for all assessment(s) conducted.
  2. Select the Submit button.

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  1. After entering assessment results, you will receive an Inbox notification to make a decision on the overall Assessment stage for the candidate.
  2. Review the task and select one of the following actions:
    1. Move Forward: Select Reference Check or another appropriate option from the drop-down list.
    2. Decline: Reject the candidate and select a reason for your decision from the drop-down list.

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The Primary Recruiting Coordinator will execute the following steps to move a candidate through the Reference Check stage in the Workday system.
Note: If there is no Primary Recruiting Coordinator, the Primary Recruiter will get these tasks.

  1. Log in to the Workday system.
  2. Access your Workday Inbox Image Removed (file folder) icon at the top right of the page and select the Contact Candidate's references To Do. You can also select the To Do from the Inbox section of your Home page.

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  1. Select the Submit button to confirm that you have coordinated or performed the reference checks outside of Workday.

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  1. The Primary Recruiter will then receive an Inbox task to make a decision on the reference check.

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  1. Select one of the following actions:
    1. Move Forward: Select the appropriate stage from the drop-down list to move the candidate forward.

Note: After the Interview, Assessment, or Reference Check stages, the candidate can either be moved to the Background Check stage as needed, or directly to the Offer stage (Faculty) or Request for Offer stage (Non-Faculty). To move a candidate to the Background Check and Offer stages, the candidate must first be moved from an Evergreen Requisition to a linked job requisition. The Request for Offer stage can be reached from the Evergreen Requisition. Departments use the Request for Offer stage to send their top candidate(s) to HRS Employment for approval before entering the actual Offer stage when a background check is not conducted.

    1. Decline: Reject the candidate and select a reason for your decision.

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A candidate must first be moved from the Evergreen Requisition to a linked job requisition to proceed to the Background Check or Offer stages. This can be done by the Primary Recruiter at any time in the recruitment process.
Note: Only one candidate can be hired from a single linked job requisition. If multiple hires are needed, the candidates should be moved to separate job requisitions to go through the Employment Agreement (Offer) stage. For example, Candidate A would be moved to Job Requisition A, and Candidate B would be moved to Job Requisition B to complete the Employment Agreement (Offer) stage.
Execute the following steps to move a candidate to a linked job requisition from an Evergreen Requisition:

  1. Log in to the Workday system.
  2. Select the Recruiting application on the Workday Home page.

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  1. On the application layout, select My Recruiting Jobs option under the View section.

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  1. On the My Recruiting Jobs page, enter the Job Requisition Status as Open.
  2. Select the OK button.

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  1. Select the job requisition title listed under the Job Requisition column.

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  1. Select the Candidates tab and select the candidate to move to a linked job requisition.
  2. Select the ellipses, then select Move to Linked Job Requisition from the drop-down menu to move the candidate from the Evergreen Requisition to the linked job requisition.

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  1. This will open the Move to Linked Job Requisition dialog box. Ensure the correct job requisition is selected, then select the OK button.

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A candidate can be moved forward to the Background Check stage from the Interview, Assessment, or Reference Check stages, depending on the requirements of the position.
Note: The Background Check stage has a Duplicate Check step that initiates for all employee types after the Select Background Check Package step is completed. If Workday finds duplicates for the candidate, HRS Employment receives a To Do to alert them of potential duplicates. HRS Employment can then act to review the profiles identified as potential duplicates by Workday and merge or remove the duplicate records as necessary.
The Primary Recruiter will execute the following steps to perform a background check for a candidate in the Workday system:

  1. Log in to the Workday system.
  2. Access the Workday Inbox Image Removed (file folder) icon at the top right of the page and select the Background Check for Job Application task. You can also select the task from the Inbox section of your Home page.

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  1. Select the desired background check package from the Name field.
  2. Select the Submit button.

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  1. HRS Employment then receives a Workday Inbox task to approve the requested background check package.

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  1. Select one of the following buttons, as per the scenario:
    1. Approve: Approve the background package. An integration between Workday and HireRight allows Workday to be automatically updated with the background check status recorded in HireRight. HRS will update the overall background check status upon review of the background check results.
    2. Send Back: Send the request back to the initiator with comments specifying required edits, such as background check package.
    3. Deny: Reject the background check. This will cancel the background check process and allow the Primary Recruiter to move forward to the next candidate stage, Employment Agreement (Offer), or disposition the candidate.
    4. Cancel: Skip this task to return to it later.

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  1. After the background check is completed in HireRight, HRS Employment will review the background check results and change the Background Check Overall Status as appropriate. The candidate should not be moved to another stage until HRS Employment has completed changing the Overall Status. Statuses of "Satisfactory – no discrepancies found", "Satisfactory – HRS spoke with department", and "Unsatisfactory – discrepancies found" are indicative that HRS Employment has reviewed the background check results. For questions on options, contact HRS Employment at 509-335-4521.
  2. Select the Submit button.

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  1. Once HRS Employment has changed the Overall Status, the Primary Recruiter can proceed to make the background check decision. Select one of the following actions.
    1. Offer: Move the candidate forward and proceed through the offer process.
    2. Decline: Reject the candidate and select a reason for your decision from the drop-down list.

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Throughout the various candidate stages, it is important to check for duplicate candidates in the system. A duplicate may occur when a former WSU employee has applied for a new position through the external job site. The candidate record will need to be merged with their existing WSU profile. HRS Employment will execute the following steps to check for duplicate candidates in the Workday system:

  1. Log in to the Workday system.
  2. Access the Workday Inbox Image Removed (file folder) icon at the top right of the page and select the Check for Duplicate Candidates task. You can also select the task from the Inbox section of your Home page.
  3. Select the Find Duplicates for Candidate button. This will open the Find Duplicates for Candidate dialog box.

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  1. Enter the candidate name in the Candidate field to find duplicate entries.
  2. Select the OK button.

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  1. The system will display the duplicate entries, if any. Select the Merge button next to the duplicate entry to merge it with the existing entry or select the Remove button to eliminate the duplicate candidates.
  2. To merge the duplicate entries, select the Merge button to display the Merge Candidates page.

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  1. Select the entry to merge by selecting the appropriate checkbox.

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  1. Scroll down and view the merged data. Select the OK button to merge the candidates.

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For non-Faculty positions, if a background check is not required as part of the recruitment, the candidate must be reviewed in the Request for Offer stage prior to being moved to the Employment Agreement (Offer) stage. The Request for Offer stage is applicable only for non-Faculty applicants. For Faculty positions, candidates can be moved directly to the Employment Agreement (Offer) stage.
Execute the following steps to move the candidate to the Employment Agreement (Offer) stage in the Workday system:

  1. Log in to the Workday system.
  2. Access the Workday Inbox Image Removed (file folder) icon at the top right of the page and select the Request for Offer task. You can also select the task from the Inbox section of your Home page.

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  1. Review the details and select the Offer button to move the candidate to the Employment Agreement (Offer) stage or select the Decline button and select the reason from the drop-down menu.

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The HR Partner will execute the following steps to create an offer for a selected candidate in the Workday system:

  1. Log in to the Workday system.
  2. Access the Workday Inbox Image Removed (file folder) icon at the top right of the page and select the Employment Agreement for Job Application task. You can also select the task from the Inbox section of your Home page.

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  1. Enter the information in the Create Employment Agreement form. All fields marked with an asterisk are mandatory and must be populated. In the Details section:
    1. Select the Hire Date.
    2. Enter the Hire Reason for the external candidate. If the selected candidate is internal, you will only be able to select from either Change Job or Add Additional Employee Job as the hire reason.
    3. The Location field is defaulted based on the information from the requisition, but you can edit the field, if required.

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  1. The Job Details section defaults the Business Title from the job requisition, but you can edit the field, if required.

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  1. The Work Hours defaults the Scheduled Weekly Hours field from the job requisition, but you can edit the field, if required. This should not be changed without discussion with HRS first as it will affect the FTE (full time equivalent).
  2. Select the Next button to review the compensation details.

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  1. The fields in the Compensation section are prepopulated from the job requisition. Review the information.

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  1. Review and make any necessary updates to the Salary section.

Notes: Offer negotiations resulting in a requested salary exception, including salaries above the minimum step for Classified Staff positions, or above the average amount for Administrative Professional positions, must be approved by the Appointing Authority and HRS Employment. Justification for the requested salary can be entered in the Comments section prior to submitting the Employment Agreement. Contact HRS with any questions during the negotiation/offer process.

  1. Select the Next button to view the summary of the employment agreement.

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  1. Review the summary of the employment agreement and select the Submit button.

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Once the employment agreement with compensation details is submitted by the HR Partner, the compensation details route to the Compensation Partner for approval. Execute the following steps to approve compensation in the Workday system:

  1. Log in to the Workday system.
  2. Access the Workday Inbox Image Removed (file folder) icon at the top right of the page and select the Propose Compensation task. You can also select the task from the Inbox section of your Home page.

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  1. Review the details and select the Approve button. You can also Make Edits to the details or Send Back to the HR Partner with your comments.

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  1. The HR Partner will then receive an Inbox task to Request One-Time Payment. Select the task.

Note: This optional step triggers only for external candidates.
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  1. If you would like to skip this optional task, select the Settings Image Removed (gear) icon, then select Skip This Task.

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  1. If you do not want to skip this task, select the Effective Date and the Reason.

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  1. Select the Add button under the Payment section.

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  1. Select the One-Time Payment Plan, Scheduled Payment Date, and the Amount in the Payment section.

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  1. Select the Cost Center in the Supporting Information section. This automatically defaults values in the Function and the Region fields. Select the appropriate Fund.
  2. Select the Submit button.
  3. The Compensation Partner will have an opportunity to review the one-time payment request.

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For job requisitions for Classified Staff positions, HRS Employment gets the task to provide probation period details for the candidate. HRS Employment will execute the following steps to initiate the pre-hire probation for the candidate in the Workday system:

  1. Log in to the Workday system.
  2. Access the Workday Inbox Image Removed (file folder) icon at the top right of the page and select the Pre-Hire Probation Period Details task. You can also select the task from the Inbox section of your Home page.

Note: The Pre-Hire Probation process is only applicable for Classified Staff positions.
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  1. Enter the details for the pre-hire probation period.
    1. Enter Duration (e.g., "6").
    2. Select the Unit of the probation period (for example, months).
  2. Select the Next button.

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  1. Select the Approve button to accept the probation period for the candidate.

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Execute the following steps to approve an employment agreement for a job application in the Workday system:

  1. Log in to the Workday system.
  2. Access the Workday Inbox Image Removed (file folder) icon at the top right of the page and select the Employment Agreement for Job Application task. You can also select the task from the Inbox section of your Home page.

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  1. Select the View Details button to review offer details.

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  1. Review the details of the employment agreement, including Job Details, Work Hours, and Compensation.

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  1. Use your browser back button to return to the Employment Agreement and continue to review the offer and compensation details in the employment agreement.

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  1. Review the One-Time Payment details, if applicable.
  2. Review any Comments in the Process History.
  3. Select one of the following buttons, as per the scenario:
    1. Approve: Approve the employment agreement.
    2. Send Back: Return the employment agreement with comments regarding required edits.
    3. Add Approvers: Specify additional approvers for the employment agreement.

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For Faculty positions, once HRS Employment approves the offer, the HR Partner gets a To Do in their Inbox to alert them that a Faculty offer letter needs to be created and sent to the candidate. Faculty offer letters will be generated and sent to the candidate outside of Workday. The HR Partner will execute the following steps to generate an offer letter for the candidate outside the Workday system:

  1. Access the Workday Inbox Image Removed (file folder) icon at the top right of the page and select the Generate Faculty Offer Letter To Do. You can also select the To Do from the Inbox section of your Home page.

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  1. Select the Offer Letters link to access the website containing offer letter templates. Use the appropriate template to create the offer letter. Obtain all appropriate signatures and send the final offer letter to the candidate outside of Workday.
  2. Once complete, select the Submit button on the To Do in Workday.

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  1. The HR Partner will receive a To Do in their Inbox to Manage Remaining Candidates. Depending on the candidate's response to the offer, the HR Partner can decide what action to take on the other candidates on the job requisition.
  2. Select the Submit button to acknowledge candidates have been moved or declined in the job requisition or linked evergreen requisition as necessary.

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For Non-Faculty positions, once HRS Employment approves the offer, the HR Partner will execute the following steps to generate an offer letter for the candidate in the Workday system:

  1. Log in to the Workday system.
  2. Access the Workday Inbox Image Removed (file folder) icon at the top right of the page and select the Generate Offer Letter task. You can also select the task from the Inbox section of your Home page.

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  1. For all non-Faculty positions, the offer letter is edited and sent to the candidate through Workday by the HR Partner. The offer letter is pre-populated based on the applicable template.

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  1. Edit the document as needed. Orange text within the template are intended to guide you as you make required updates to the body of the letter. Ensure the orange text has been edited and colors have been changed prior to submitting the offer letter.
  2. Select the View PDF button to view the offer letter in a .pdf format to check for any formatting and layout issues.
  3. Select the Submit button after all edits have been made.

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For non-Faculty positions, the Appointing Authority reviews the offer letter before it is sent to the candidate. This review step is not applicable to Faculty positions within Workday. The Appointing Authority will execute the following steps to review the offer letter generated for the candidate in the Workday system:

  1. Log in to the Workday system.
  2. Access the Workday Inbox Image Removed (file folder) icon at the top right of the page and select the Review Offer Letter task. You can also select the task from the Inbox section of your Home page.

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  1. Select the offer letter's .pdf link to preview it in a PDF.
  2. Review the details and select the I Agree checkbox.
  3. Select the Submit button to send the employment agreement to the candidate. You can also select the Don't Accept button to reject the offer letter and send it back for additional edits. If you send back the offer letter, you will receive a new task in your Inbox to select the person to whom you want to send the offer letter for corrections.

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  1. Once submitted, the candidate will receive the PDF offer letter in their external candidate home page (or in their Workday Inbox for internal employees).

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  1. After the candidate reviews the offer letter and either accepts or declines the offer, the HR Partner will receive a To Do in their Inbox to Manage Remaining Candidates. Depending on the candidate's response to the offer, the HR Partner can decide what action to take on the other candidates on the job requisition.
  2. Following this, the HR partner gets the task to make the employment agreement decision. The candidate can be moved forward to the Ready for Hire stage, or the offer can be renegotiated. The candidate can also be declined.

Notes:

  • This step is similar for both the Faculty and non-Faculty positions.
  • If further negotiations with the candidate result in a change to any offer details, including start date, compensation, one-time payment, etc., please select the Renegotiate Offer option to update details as appropriate prior to moving the candidate to Ready for Hire. Some offer details, such as compensation, are "locked in" and will not be able to be edited at Hire. Some offer details can be edited at Hire, such as start date. All information must be accurate prior to moving forward.

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  1. Once the candidate is moved to Ready for Hire, the HR Partner receives the Inbox task to initiate the Hire, Change Job, or Add Additional Job transaction for the candidate.

Notes:

  • If the candidate is not a current employee, the HR Partner can initiate the Hire process at the Ready for Hire stage.
  • If the candidate is a current employee, the HR Partner can initiate either a Change Job or Add Additional Job process at the Ready for Hire stage. Additional conversation with the candidate may be needed to determine if the candidate intends on keeping their current position or not. Based on the staffing action selected, the appropriate staffing process is initiated for the internal candidate.

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