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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.

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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.

Getting Started

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

Initial Review

  1. Select the Recruiting Dashboard application.The Recruiting Dashboard application icon
  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 Schedule Interview.

Interview

During the interview stage, there are four tasks to do.

  • The Recruiting Partner checks for duplicate records on external candidates.
  • The interview is scheduled with multiple Interviewers (if needed).
  • The interviewers rate the Candidate.
  • The Manager analyzes interview feedback and makes the Interview Decision.

Review Candidate for Duplicates (Recruiting Partner Only)

If not already done so during a prior stage, the Recruiting Partner will check for any duplicate records in Workday for the External Candidate.

Note: This task is not required for an Internal Candidate.

  1. From your inbox, select the To Do Review Candidate for Duplicates.
  2. Select Find Duplicates for Candidate.The review candidates for duplicates to do emphasizing the Find Duplicates for Candidate button
  3. Enter the Candidate’s name and select OK.Find Duplicates for Candidate Window with the candidate field and OK button emphasized
  4. Workday shows you possible duplicates for a Candidate with their names and reasons. You can merge duplicate records by selecting Merge.The Potential Duplicates duplicates table showing several rows. The bottom three have the merge button under the merge column
  5. Return to the To Do in your inbox, enter comments as needed, and select Submit.

Schedule Interview (Recruiting Coordinator and Manager)

  1. From your inbox, select the Schedule Interview task.
  2. Select a Date and Time Zone.The top half of the Schedule Interview Inbox Item emphasizing the date and time zone fields
  3. Add or remove Interviewers as needed using the Plus Sign (+) and Minus Sign (−) icons. However, The Hiring Manager (who will pre-populate in the first row) must be included to be able to provide feedback from the interview.
    • Interviewers. Enter one or more. You may see a proposed Interview Team which can be modified as needed.
    • Duration. Enter a length of time in minutes.
    • Interview Type. Select in-person, phone or video conferencing.
    • Notes. Enter any necessary comments for the Interviewer(s).The bottom half of the Schedule Interview Inbox Item emphasizing the interviewers table
  4. Select Next.
  5. The Schedule Interview page displays. The Schedule Interview Page emphasizing the two methods of selecting a time; either select the recommend times for me button or select a time on the calendar
  6. Selecting the Recommend Times For Me button analyzes the Recommended Interview Settings and presents sample interview schedules.The Recommended Times window showing an example time which was selected
  7. You can also schedule an interview by left-clicking a specific time on the calendar.How to Select Time on Calendar by moving your cursor over a time and selecting inside of it
  8. The Schedule Interview window allows you to add parameters for the interview schedule that can be produced during the Schedule Interview task for a Candidate.
    • Earliest Start Time. This is the earliest an interview can start during the day.
    • Latest End Time. This is the latest an interview can end during the day.
    • Range of Dates. This indicates the time frame for which you would like schedules produced.
    • Days of the Week. Select which days of the week can be used.
    • Enable Order of the Interviewers. Indicates which interviewers are required to fill specific interview spots based on the proposed interviewers’ grid.
    • Location Selection is not needed.
    • Enter an Overall Comment, if needed.The Recommended Interview Settings showing the earliest start date, latest end time, range of dates, days of the week, enable order of interviewers, and overall comment fields

Note: The Schedule Interview window can be opened again by left-clicking the time on the calendar.

  1. Select Next.The Next Button on the schedule interview page
  2. Review the proposed schedule and customize the message to the interviewers and select Submit.The Proposed Interview Schedule with the submit button emphasized at the bottom of the page
  3. Select Done.

Up Next

  • The Interview Team receives the Give Interview Feedback task.
  • The Manager receives the Manage Interview Feedback task.

Give Interview Feedback (Interview Team)

Each person selected to interview the Candidate will receive the Give Interview Feedback task. They will rate the Candidate and add comments, as needed.The give interview feedback task highlighting the Overall Feedback section at the bottom including the overall rating and overall comment fields

Manage Interview Feedback (Manager Only)

This task allows the Manager to monitor the status of the interview process for a Candidate.The Manage Interview Feedback task emphasizing the interview feedback section

IMPORTANT: The Manage Interview Feedback task should not be submitted until necessary feedback has been provided by members of the Interview Team.

The Manager will need to submit this task to launch the Interview Decision step for the Candidate.

Interview Decision (Manager Only)

  1. Select the inbox item to select a Candidate.
  2. Select Move Forward and select one of the following: Another Interview, Offer, Background Check, or Reference Check. Or select Decline. The next section will assume you select Offer.The move forward drop-down menu showing the another interview, offer, background check, and reference check options

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.

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.
    • 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: You will only be able to add a payment amount after adding a Payment Plan. The Send to Payroll checkbox should be selected by default.

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

To Do: Get Approval for Proposed Offer

Next you will receive a To Do reminding 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.

Up Next

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

Offer for Job Application (Recruiting Partner Only)

The Recruiting Partner reviews the proposed offer.

  1. Select the Offer for Job Application task.The Review Offer for Job Application to do emphasizing the approve button at the bottom
  2. Select Approve to move the business process forward. Select Send Back if changes are needed.

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

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 the 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 accepting or declining the offer.

Did Candidate Accept Offer?

The Recruiting Coordinator and Recruiting Partner receive the Complete Questionnaire Offer Accepted task.

  1. Answer whether the Candidate accepted the offer by selecting Yes or No.The Complete Questionnaire inbox item. The answers Yes and No are emphasized, as well as the submit button at the bottom
  2. 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 from the dropdown: Reference Check, Background Check, or Renegotiate Offer. The next section will assume you select Reference Check.The move forward drop-down menu showing the Reference Check, Background Check, or Renegotiate Offer

Up Next

The Recruiting Coordinator and Manager receive the Reference Check for Job Application task.

Reference Check (Recruiting Partner)

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.