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Job Application Process

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This job aid outlines the process for a Recruiting Partner and Recruiting Coordinator to move a Candidate through the job application process.

Member version: TAMU

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Prerequisites

A job requisition must exist that is currently posted. The job application process starts after a Candidate has applied through a job posting.

Important Information

  • All requisitions are managed by the Recruiting Coordinator, Recruiting Partner, and Manager (when applicable) of the Supervisory Organization in which the job requisition is housed.
  • The position linked to the job requisition must be unfilled by the Candidate’s date of hire. The Recruiting Dashboard application can be used to manage job requisitions.
  • A Candidate can be dispositioned at any stage by declining them for various reasons and will be notified automatically via email. However, a Candidate can be reactivated after being dispositioned.
  • When documents are attached within the knockout questionnaire, they will only show up in the questionnaire’s results tab.  They do not show up in the attachments screen unless attached within that screen.

Getting Started

This job aid covers the following stages: Initial Review, Interview, Offer, Background Check, Reference Check, and Ready for Hire.

Initial Review

  1. From the Workday Homepage, select Menu > Recruiting Dashboard.Recruiting Dashboard
  2. Under the Job Requisitions tab, select Manage Job Requisitions under Reports.The Job Requisitions Tab on the recruiting page
  3. In the Manage Job Requisitions window, complete the Job Requisition Status field. If desired, fill in any other fields that will narrow down your search results.The Manage Job Requisitions window, highlighting the company and job requisition status fields
  4. Find and select the job requisition you need to access.A sample job requisition appearing under the job requisition column
  5. Select the Candidates tab and the Candidates tab underneath it to view all candidates who have applied for the requisition.Candidates Tab under the parent Candidates Tab showing 3 job applications
  6. Select the Hiring Matrix tab to view questionnaire responses and applications for minimum qualifications.The Hiring Matrix tab under the Candidates parent tab showing the veterans employment preference, foster child preference, nepotism, and questionnaire attachment columns
  7. To move candidates to the next stage, navigate back to the Candidates tab. Select the checkbox next to each Candidate’s name (you can select multiple candidates). Then select Move Forward. The Candidates within the parent Candidates tab, displaying a checked checkbox next to a sample job application row

Note: You can disposition candidates as well. First, select each Candidate’s checkbox. Then select Decline at the bottom of the page. In the Decline Job Applications window, enter the appropriate Disposition Reason and select OK.

  1. The Move Candidates Forward window will display. The Next Step field will default to Screen.The Move Candidates Forward page, highlighting the next step column on the table
  2. Select OK.

The Review Candidates page will display, showing which Action Step is being awaited on which person. In the below image, the next Action Step is for the Manager to screen the Candidate.The awaiting action, awaiting person, and awaiting action - step columns showing example results

Up Next

The Manager receives an inbox task to screen the Candidate and then move the Candidate forward to Interview or Reference Check depending on member preferences.

For information on how the Manager screens a Candidate, see the job aid Job Application Process (Managers) on the Workday Help website.

Note: Recruiting Coordinators and Recruiting Partners can screen Candidates and move them forward or decline from within the grid to advance the business process.

If Interview is selected next, the Recruiting Coordinator and Manager receive the inbox item Interview.

Offer

During the Offer stage, the offer is developed and approved, a document is generated, the Candidate accepts or rejects the offer, and the offer decision is made. You should ensure appropriate departmental approval and/or budget authority was received prior to initiating this Offer event.

You, the Recruiting Coordinator, and Recruiting Partner receive an inbox item to initiate the offer. Any one of these individuals can complete this stage.

IMPORTANT: Be sure to communicate with your department how managers are involved in this process.

Initiate Offer

This step uses the Guided Editor to move through four sections:  Start, Compensation, One-Time Payment and Summary.

  1. On the Start page, enter the following information.
    • Hire Date. This is the proposed hire date for the Candidate. This date must not be earlier than the earliest hire date in the requisition.
    • Location. This defaults from the job requisition.
    • Document Language. This defaults to English.
    • Proposed End Date. This is required for a Temp/Casual Worker.
    • Business Title. This Defaults from the job requisition.The start section showing the details, job details and work hours sections
  2. Select Next.
  3. On the Compensation page, enter the following information.
    • Salary (if applicable)
      • Compensation Plan. Enter salary.
      • Amount. Enter the amount in dollars and cents monthly the Employee will be paid.
      • Frequency. Select monthly.
    • Hourly (if applicable)
      • Compensation Plan. Enter hourly.
      • Amount. Enter the amount in dollars and cents hourly the Employee will be paid.
    • Allowances (if applicable)
      • Compensation Plan. Select the type of allowance (e.g., car allowance).
      • Amount. Enter the amount in dollars and cents the Employee will be paid.
      • Frequency. Select the appropriate option.The Offer Compensation section displaying the total base pay and salary sections
  4. Select Next.
  5. On the One-Time Payment page,  complete/modify the following information in the Summary section.
    • Effective Date. This will default as the Hire Date.
    • Employee Visibility Date. This is the date this information will be visible to the Employee in Workday.
    • Reason. This is the reason they are receiving this payment (e.g., Award).The Offer One-Time Payment section
  6. In the Payment section, select Add.
    • Payment Plan. Enter the type of plan (e.g., Education Reimbursement).
    • Amount. Enter the amount in dollars and cents the Employee will be paid. You will only be able to add a payment amount after adding a Payment Plan.
    • Worktags. Enter the Cost Center from where the funds will be withdrawn if available.The One-Time Payment Section emphasizing the send to payroll checkbox

Note: The Send to Payroll checkbox should be selected by default.

  1. Select Next to review all the information entered.
  2. Select Submit.

To Do: Get Approval for Proposed Offer

Next you will receive a To Do that reminds you to follow all of your departmental procedures for getting necessary approvals outside of Workday (if applicable) for the proposed offer.

Note: This is for members who require additional approvals beyond those configured in Workday.

  1. Select the To Do Get approval for proposed offer.The Get Approval for Proposed Offer to do emphasizing the submit button
  2. Select Submit after completing any member specific processes for approvals.

IMPORTANT: This To Do needs to be submitted to route the process to the Recruiting Partner for a consolidated approval.

Up Next

The Recruiting Partner will review the proposed offer and either Approve or Send Back if edits are necessary.

Generate the Offer Document

Once the job is approved, the Generate Document for Offer Task is sent to the designated HR resource(s).

Select the Review Button from the Inbox to review, export to PDF, or add/edit the details prior to generating the offer letter.

Generate Document for Offer

You may update the header/footer information and logo by selecting the Layout menu item and Header / Footer 

WD documents offer letter. Adding logo to the header or footer.

 

To view the offer letter in PDF form, select the Preview Button. Offer letters vary by member with their own branding. You will see the offer letter template for your own member.

WD Documents Offer LetterExample of Job Offer letter branded.

Select the X Preview Button to navigate back to the editable offer letter or the Submit Button if there are no additional changes.

The Submit Button may be selected from the PDF view or the Task Inbox Edit view.

If you do not want to use the Generate Document feature in Workday, you can skip the step. Skipping this step means the candidate will not receive the offer letter from Workday.
The gear icon is selected and the Skip This Task link is emphasized

Note: If the letter is generated outside of Workday, the Recruiting Partner or Recruiting Coordinator can upload the letter (generated outside of Workday) to the Candidate profile for documentation purposes.

  1. Select Submit.

Up Next

The Candidate receives the offer letter. An internal Candidate will receive their offer letter in their Workday Inbox while external Candidates will receive it on their Candidate Home account on the external career site. The Candidate will reply to their inbox task either accepting or declining the offer.

Did Candidate Accept Offer?

Next you will need to answer whether the Candidate accepted the offer.

  1. Select the inbox task Complete Questionnaire Offer Accepted.
  2. Select Yes or No.The Complete Questionnaire inbox item. The answers Yes and No are emphasized, as well as the submit button at the bottom
  3. Select Submit.

Up Next

The Recruiting Coordinator, Recruiting Partner, and Manager receive the Offer Decision task.

Offer Decision

You will receive an inbox task to move the Candidate forward or decline.

  1. Select the inbox task Offer for Job Application.
  2. Select Move Forward and select Reference Check, Background Check, or Renegotiate Offer.The move forward drop-down menu showing the Reference Check, Background Check, or Renegotiate Offer

Reference Check

During the reference check you will do three things. First you will conduct the reference check, next you will document contact information inside of Workday for whom you contacted, and lastly you will make a decision to move the Candidate forward or decline.

You will receive the inbox task Complete Questionnaire where you can add up to three references.

Note: This task serves as documentation for contact information only used to complete the reference check, not details of information acquired. Reference checks are completed outside of Workday.

  1. Enter the Name of reference, Date of reference check, and Reference check contact information.Reference Check Questionnaire inbox item. The name of reference, date of reference check, and reference check contact information fields or highlighted
  2. Select Submit.

Reference Check

If your member has opted to utilize this step, you will receive an inbox task called Complete Questionnaire where you can add up to three references.

Note: This task serves to document contact information only and is used to complete the reference check, not the details of any information acquired. Reference checks are completed outside of Workday.

  1. Enter the following information for each reference: Name of reference, Date of reference check, or Reference check contact information.Reference Check Questionnaire inbox item. The name of reference, date of reference check, and reference check contact information fields or highlighted
  2. Select Submit.

Reference Check Decision

Based on the reference check you will decide whether to move the Candidate forward. You will receive an inbox task to make this decision.

  1. Select the inbox task Reference Check for Job Application.
  2. Select Move Forward and select from the dropdown: Background Check, Interview, or Offer. The next section will assume you select Background Check.The move forward drop-down menu showing the Background Check, Interview, and Offer options

Up Next

The remaining tasks are completed by the Recruiting Partner. The Recruiting Partner will complete a Background Check on the Candidate and move them to Ready for Hire.

Background Check (Recruiting Partner)

The Recruiting Partner receives an Inbox item to select the Background Check Package.

Note: The Candidate must move to the Background Check stage for the Inbox item to appear in the Recruiting Partner’s Inbox.

Background Check Package

  1. Select the Background Check Package you use at your member in the Name field.The Select Background Check Package inbox item. The Name field and submit button are emphasized

Note: The description will populate after the package is chosen.

  1. Select Submit.

Sterling Background Check Bill Code (Sterling Users ONLY)

  1. Select the inbox task Sterling Background Check Bill Code.
  2. Enter the Bill Code in the text box provided.Sterling Background Check Bill Code inbox item. The please enter bill code for this background check is emphasized
  3. Select Submit.

To Do: Update Candidate Address Length (Recruiting Partner)

The Recruiting Partner will ONLY receive the Update Candidate Address Length To Do if the candidate’s address in Primary Address Line 1 or Primary Address Line 2 exceeds 30 characters.

  1. Navigate to your Inbox.
  2. Select the To Do Update Candidate Address Length.
  3. Follow the instructions in the To Do to edit the candidate’s contact information.

update the address in order to correct the error.

  1. Return to Inbox item and select Submit.

Select Background Check Overall Status

This is the inbox task you will receive to note the results of the background check.

  1. Enter the following information:
    • Status Date. This is the date the results were received.
    • Status (e.g., Pass, Did Not Pass)The Select Background Check Overall Status inbox item. The status date, status, and comment field are emphasized
  2. Enter any comments, as needed.
  3. Select Submit.

Make Background Check Decision

This task is to move the Candidate forward or decline the Candidate.

  1. Select task Background Check for Job Application.
  2. Select Move Forward and select from the dropdown: Another Background Check, Reference Check, Offer, or Ready to Hire. The next section will assume you select Ready to Hire.

Ready for Hire (Recruiting Partner)

This is the last stage of the Job Application process. The Recruiting Partner receives an inbox item to complete the Ready for Hire Compliance Checklist.

REMEMBER: The Candidate must move to the Ready for Hire stage for this item to appear in the Recruiting Partner’s Inbox.

  1. Select the inbox task Ready for Hire Compliance Checklist.
  2. Complete the questionnaire.The Ready for Hire Compliance Checklist inbox item. The first two questions appear.

Note: Your answer to the degree verification question will determine what happens next.

Degree Verification required?

If Degree Verification is not required, proceed to the next section. If Degree Verification is required, skip ahead to the Degree Verification Is Required section.

Degree Verification Is Not Required

If the Recruiting Partner selects No, they receive an immediate branch question within the compliance checklist asking if the Candidate is eligible for hire.

  1. Select Yes or No for the eligibility question and select Submit.Is the candidate eligible for hire question which appears if no is selected for the previous question

The Candidate has completed the job application process and the Hire (External Candidates) or Change Job (Internal Candidates) business process will be initiated.

Next, skip to the Staffing Action section of this job aid to continue.

Degree Verification Is Required

If the Recruiting Partner selects Yes, the degree verification form goes to the Candidate to complete after the questionnaire is submitted.The answer yes is selected for the question is education and/or certification/licensure verification required?

Note: A degree verification form in Workday is only applicable to members who provided an authorization form.

  1. Select Submit.

For members who use the degree verification form in Workday, the Candidate must submit the degree verification task (shown below) for the business process to continue.The Degree/Licensure/Certification Verification Authorization Form inbox task which displays a link to the TAMU SO Degree and/or Licensure Verification Release Form

For members who do degree verification outside of Workday, the business process will continue immediately after you submit this questionnaire to the Final Education Check Questionnaire.

Final Education Verification Check

This is your final verification that the verification has taken place, the Candidate is eligible for hire, and degree verification (if applicable) is complete.

  1. Select the task Final Education Verification Check in your inbox.The Final Education Verification Check inbox item
  2. Select Yes or No.
    • Yes. The Recruiting Partner receives an immediate branching question to indicate whether the Candidate is eligible for Hire.The question asking whether the candidate's education has been verified. The yes answer is selected which branches to a question asking if the candidate is eligible for hire.
    • No. Recruiting Partner must acknowledge the Candidate is ready for Hire without a degree verification.The question asking whether the candidate's education has been verified. The no answer is selected which branches to a prompt about acknowledging that you are stating the candidate is eligible for hire without the education/certification verified
  1. Select Submit.

The job posting will unpost automatically, if not already done manually prior to completing the Ready for Hire stage.

Staffing Action

Once the Ready for Hire stage is complete, a staffing action will trigger to the HR Partner.

Internal Candidates

For internal Candidates the HR Partner will initiate the appropriate business process.The Staffing Action inbox item displaying the action drop-down menu which contains the options add additional job and change job

Refer to the Hire job aid on the Workday Help website for how to hire the Candidate in Workday.

External Candidates

For External Candidates the HR Partner will receive the task Revise Employee Hire.The Revise Employee Hire task displaying various fields related to job and hire details

Refer to the Hire job aid on the Workday Help website for how to hire the Candidate in Workday.

This completes the Job Application process.