Managing Applicant Tracking in Workday


Purpose

This document provides Primary Recruiters comprehensive directions on how to manage the applicant tracking process in Workday.

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Keep in Mind

· Human Resources Policy 202 – Talent Acquisition, Policy 203 – Temporary Employment and Policy 204 – Reference and Background Checks must be adhered to when managing the applicant tracking process in Workday.

· Applicant tracking within Workday is a dynamic process, meaning there is not one static route to move through. Processes vary based on the decisions made with each candidate. Applicants do not need to go through each step of the process, and they can be dispositioned at any time. There are seven stages of the applicant lifecycle in Workday (stages marked with an asterisk are optional, and candidates can move forward in the process without completing these steps):

· New Applicant.

· HR Phone Screen*.

· Interview.

· Assessments*.

· Reference Check.

· Offer.

· Ready for Hire.

· There are seven roles that participate in the hiring process:

· HR Partners – They are in charge of managing the applicant lifecycle, and they are the point of contact for Primary Recruiters.

· Hiring Managers – They are the primary stakeholders who are responsible for defining the talent need. They collaborate with HR Partners to author Job Descriptions for the positions they need to fill and participate in the interview and selection process.

· Interview Team – It consists of key stakeholders (it must be at least one person) who participate in the interview process.

· Primary Recruiters – They are responsible for managing the applicant pool in Workday. Multiple Primary Recruiters may be assigned for one position, but no more than 2 is recommended. HR Partners can be assigned as Primary Recruiters.

· Talent Acquisition Center of Expertise (COE) – It is a team that provides full lifecycle recruitment support or single service offering for any phase of the applicant lifecycle.

· Recruitment & Retention Specialists – They give support throughout the whole hiring process. They post positions internally and externally, initiate the background check, conduct reference checks by request, and address applicant inquiries and issues with the recruiting tracking system.

· Shared Services Service Desk – It oversees scheduling and administering job-related assessments using a computer-based testing system. Assessments include Business Math, Microsoft Office Suite, Data Entry, Typing, Administrative Skills, etc. Only finalists for a position are eligible to take the job-related assessments.

· When HR Partners create a Job Requisition in Workday, there are two roles they can assign:

· Primary Recruiter – They have full access to manage the applicant pool and can act on all processes pertaining the applicant lifecycle stages.

· Recruiting Screener – They have view only access to the applicant pool. Hiring Managers can be assigned as Recruiting Screeners to review all applicant information.

· At the conclusion of the candidate selection process, all related documentation should be compiled and attached to the respective candidate's profile in the corresponding Job Requisition in Workday. This includes all materials sent to and received from individuals who qualify as applicants, as well as from job seekers who have requested consideration for the position. Consult the Talent Acquisition Document Retention guidelines for detailed information concerning document retention.

· Records must be maintained with the search files for three years following the date of last action on the requisition (e.g., employee’s start date, or the date candidates were notified of the position being filled).

· Information provided by references and gathered during the Reference Check stage must be retained, along with other application materials, for a minimum of seven years for the applicant who is hired and for three years for all other applicants.

· The Recruiting Hub is a navigation toolbar located on the left-side of Workday Home Page that provides Primary Recruiters, Recruiting Screeners, HR Partners, and Hiring Managers with a central location to access all their most frequently used tasks and reports pertaining to job applicants. The hub allows these roles to view and manage candidates without losing context by offering easy access to the most important outstanding action items when they log into Workday. There are four tabs in this hub:

· Recruiting – Shows a snapshot of tasks broken down into each stage of the candidate lifecycle.

· Job Requisitions – Displays a comprehensive list of all open Job Requisitions, including their Hiring Manager, and a breakdown of how many applicants are in each stage per requisition.

· Candidates – Contains search function for candidates who have applied to the open Job Requisitions.

· Shortcuts – Shows links to resources and reports that may be helpful to manage the recruitment process.

· The information required to manage the applicant tracking in Workday is:

· Job Requisition Number.

· Primary Recruiter(s) and/or Recruiting Screener(s) name(s).

· Hiring Manager(s) name(s).

· Posting Start Date.

· Earliest Hire Date.

· Key words from the job description useful for filtering resumes.

Steps

1. Log into Workday using your CNET ID and password.

2. Find and navigate to the Job Requisition page. There are several ways to do it:

a. Type in the prefix jr: and the Job Requisition Number in the search box at the top of the screen, and then press the Enter key. A list of results associated with the search criteria will populate. Select the desired result.

i. While typing in the Job Requisition Number, suggested matches display underneath the search box. Select the desired result.

ii. For details on how to use prefixes, review the Workday Search Prefixes Knowledge Base Article.

b. From the Home page, select Menu in the top-left corner and further select the Recruiting App. Under the View menu, choose Job Requisition. Use the Hamburger Menu (the icon with 3 dots and 3 dashes) located to the right of the corresponding prompt box, to find the Job Requisition, or type the Job Requisition Number directly into this field, and press Enter. Choose the appropriate record and select OK.

c. From the Recruiting Hub, select the Job Requisitions tab. Then, find the required record, and select the Open detailed view option, which is located under the requisition title at the top of the screen.

i. The Show All tab displays all open requisitions. For easier requisition discovery, the list can be sorted by Job Requisition Number, Status, or Hiring Manager. This can be done by selecting the Funnel icon located to the right of the appropriate column header.

ii. For additional organization, the By Hiring Manager and By Primary Location tabs can be used to group requisitions based on these specific parameters.

3. The Job Requisition page has six sections:

a. Header – This area displays general information about the requisition, such as Job Requisition Number & Title, Recruiting Start Date, Target Hire Date, and Primary Location. Additionally, the assigned Hiring Manager and Primary Recruiter(s) for this requisition are shown on the right side of the screen.

i. The Related Actions icon (the icon made of a small rectangle with three dots in the middle) to the right of the Job Requisition Number & Title is used to initiate business processes related to the requisition.

1. To edit the Primary Recruiter(s) and/or Recruiting Screener(s), select the Related Actions icon, hover over Roles, and choose Assign Roles.

a. Select the Effective Date by manually entering it or using the Calendar icon, then select OK.

b. In the Assigned To column fields, add the names of the Primary Recruiter(s) and/or Recruiting Screener(s) by manually typing them into the appropriate box or by using the Hamburger Menu on the right side of the prompt box. Requisitions must have at least one Primary Recruiter.

c. To remove a Primary Recruiter(s) and/or Recruiting Screener(s), select the “X” next to their name.

d. Select Submit after all changes are complete.

2. To close the Job Requisition, select the Related Actions icon, hover over Job Change, and choose Close Job Requisition.

a. Use the Hamburger Menu to the right of the corresponding prompt box to choose the Reason for cancelling the requisition. Closing a requisition implies no intention of filling the position.

b. Choose the Close Date by manually entering it or using the Calendar icon.

c. Select Submit.

b. Overview tab – This section contains the following information:

i. Review Candidates button – Select it to go to the “Candidate Grid”.

ii. Candidate Pipeline – This shows the number of Active Candidates, Referrals, Internal, and Inactive candidates.

iii. Candidates by Active Stage – This displays the applicant funnel, which is a visual high-level overview of the number of candidates in each stage of the applicant lifecycle. The funnel includes an automatic filter. Selecting each level shows information about candidates in those respective stages.

iv. Candidates by Source – This graph offers a breakdown of the sources where candidates found the job posting.

c. Candidates tab – Also known as the “Candidate Grid”, this section lists all candidates who have applied to the position. This section is divided into six areas:

i. At the top of the section, a timeline displays the number of candidates at each stage of the applicant lifecycle. Selecting each stage activates a filter, showing the applicants in those respective stages.

1. The All Active Candidates button can be selected to show only applicants who have not been dispositioned.

2. The Awaiting Action button, when selected, reveals candidates requiring an action from the current logged-in user to advance in the process and/or be dispositioned.

a. Within the Awaiting Action view, a column titled Awaiting Me enables Primary Recruiters to act directly from the “Candidate Grid”. These actions can be performed by selecting the appropriate buttons under this column. Tasks in this column also route to the Primary Recruiter's Workday Inbox. If an action is initiated and completed from the “Candidate Grid”, it will be archived in the Workday Inbox.

b. When a candidate is not awaiting an action from the Primary Recruiter, the applicant will not appear in this view. The list can be refreshed by selecting the All Active Candidates button.

3. As candidates are screened and dispositioned, they move into the inactive pool. To view all dispositioned candidates along with the disposition reasons, select the Inactive Candidates button.

ii. Overview tab – This default view shows the list of candidates interested in the position and provides information about their application, such as the date of application, their current title, their resume, etc. Each of these columns can be filtered and sorted by selecting the corresponding header and setting the sorting and/or filtering parameters, or by using the Funnel Icon located in the top-right corner of the “Candidate Grid”.

iii. Questions tab – This section contains candidates' responses to the recruiting questionnaire included in the job application. The form includes questions related to US Work Authorization, Sponsorship Needs, Salary Expectations, etc. Each column can be filtered and sorted by selecting the corresponding header and setting the sorting and/or filtering parameters, or by using the Funnel Icon located in the top-right corner of the “Candidate Grid”.

iv. Contact tab – This displays candidates' contact information, such as location, phone number, and email. Each column can be filtered and sorted by selecting the corresponding header and setting the sorting and/or filtering parameters, or by using the Funnel Icon located in the top-right corner of the “Candidate Grid”.

v. Resume tab – This section includes the text from the candidates' resumes, which is searchable. Here, Primary Recruiter(s) and/or Recruiting Screener(s) can search all candidates' resumes by filtering for relevant skills, work history, educational background, etc. This helps narrow down the pool and highlight the top candidates for the position.

1. Select an individual candidate’s row to display their full resume on the right-hand side under Resume Text. To filter by Resume Text, use the Funnel Icon located in the top-right corner of the “Candidate Grid”.

vi. At the bottom of the “Candidate Grid”, there are four buttons used to take action on candidates. These buttons become active once a candidate or multiple candidates have been selected by checking the appropriate boxes to the left of the Job Application column in the “Candidate Grid”.

1. Move Forward – This button is for advancing selected candidates to the next step or stage of the process.

2. Decline – This button is used to disposition candidates.

3. Send Message – With this button, messages can be created and sent directly to candidates from Workday. Choose from available templates and customize the message.

4. More – Identified by three dots in the middle, this button is used for various actions. These include bundling candidates' resumes, sharing an applicant's profile with another individual in the organization, inviting the candidate to apply to a different position, and moving applicants to a linked evergreen requisition.

d. Details tab – This section displays comprehensive information about the requisition, which was entered either when the requisition was created or last modified. Information includes Requisition Details, Hiring Requirements, Additional Information, and Other Job Requisition Details.

e. Organizations tab – This section shows the Company, UChicago HRMS Department, FAS Account and FAS Sub Account associated with the position.

i. FAS Account/Sub Account – These will soon be known as COA/POETAF.

f. Job Postings tab – This section presents details about both internal and external job postings, including their start and end dates.

i. To unpost a Job Requisition select both the Internal and External Job Posting using the checkboxes on the left side of the list, and then select the Unpost Jobs button.

1. Posting is required only for competitive searches. Each position must be posted for a minimum of 7 calendar days, but no longer than 6 months. A competitive search is required for all Staff Benefits Eligible positions. If an attempt is made to unpost a Job Requisition before seven days have passed, the request will be routed to a Recruitment & Retention Specialist for approval.

ii. If desired, add notes in the Enter your Comment box.

iii. Select Submit.

4. To move candidates through the different stages of the applicant lifecycle:

a. All candidates start in the New Applicant stage. To move a candidate forward, navigate to the “Candidate Grid”, use the checkboxes on the left of the list to select the appropriate candidate, and select the Move Forward button. To act on multiple candidates, either check the box located on the left side of the grid header, which selects all candidates, or check the specific boxes for all candidates who will be moved forward.

i. The Move Candidates Forward dialog box will appear.

1. Use the Hamburger Menu to the right of the corresponding prompt boxes to Move Selected Candidates to Next Stage or Move Selected Candidates to Next Step. The options change depending on the candidate's current stage and will only reflect the available remaining stages.

2. The chosen step will be displayed in the table at the bottom of the dialog box, which shows the Job Application, the Current Step, and the Next Step.

a. If multiple candidates are moving forward and require unique stages/steps, change individual stages/steps within the table, not at the top of the page, by using the Hamburger Menu to the right of the corresponding prompt boxes.

3. Select OK to confirm the movement.

ii. To undo a move on a candidate, navigate to the Candidate Profile by going to the “Candidate Grid” and selecting the candidate by choosing the appropriate name under the Job Application column. Select the Actions button under the candidate’s name on the left-side of the screen, hover over Job Application, and choose Undo Move. The Undo Move Job Application dialog box will appear.

1. Confirm that the correct application has been chosen and select OK.

2. The next screen will display details of the move to be canceled.

3. Check the Confirm box.

4. Enter a reason for undoing the move in the Enter your Comment box.

5. Select Submit.

iii. While not required, a good practice is to move applications that have been reviewed to the Reviewed Applicant* step, and potential candidates to the Under Consideration* step, in case a decision hasn't yet been made to advance a candidate to either the HR Phone Screen* or Interview stages.

b. While the HR Phone Screen* may not be a required stage in Workday, it is a best practice that can improve the quality of candidate selection. The Talent Acquisition COE has prepared a list of questions designed to effectively phone screen potential candidates. Please refer to the Basic Phone Interview Questions document to review this list.

i. If the HR Phone Screen is not part of the process, this stage can be skipped, and the desired candidate can be moved directly to the Interview stage.

c. When a candidate is moved to the Interview stage and a potential duplicate is identified, the process is routed to a Recruitment & Retention Specialist who must review and remove any potential duplicates.

i. Upon completion of this task, the Schedule Interview task appears in the Primary Recruiter’s Workday Inbox. Select the Mail icon in the top-right corner of the page to navigate to the Inbox, and then select the Schedule Interview task on the left side of the screen. These tasks are also directly accessible from the “Candidate Grid”.

1. On the Schedule Interview screen, an Interview Team must be established. The Hiring Manager defaults to this team, though they are not required to partake in the interview process. The Plus (+) and/or Minus (-) icons facilitate the addition or removal of rows where Interviewers can be assigned. Use the Hamburger Menu to the right of the corresponding prompt box, to find the employee who will be participating in the interview process, or type the worker’s name directly into this field, and press Enter. At least one individual must be listed as an Interviewer.

2. The Interview Date can be entered manually or selected using the Calendar icon.

3. While optional, the Comment for Interview Team box can be utilized to provide additional information to the Interview Team, such as directives on what to look for. For example: Interviewer 1 focuses on technical skills, Interviewer 2 focuses on communication skills, etc.

4. Select Submit.

ii. Once the Interview Team has interviewed the candidate, it is time for them to rate the interview. This process comes through as an Inbox task titled Rate the Interview for each member of the Interview Team. The interviewers will choose their rating (1 = Do Not Recommend, 2 = Recommend, and 3 = Highly Recommend) from the drop-down menu options and select Submit.

1. The Interview Team should not include personal notes in Workday, these should be sent separately to the HR Partner.

2. Even if not all ratings have been submitted by the Interview Team, Primary Recruiter(s) can still move a candidate forward. This must be done directly from the “Candidate Grid”, as no Inbox task will be generated if all ratings have not been submitted.

d. After the Interview stage, there are three options for moving a candidate forward: Schedule Additional Interview*, Assessment*, and Reference Check. Both the Schedule Additional Interview* and Assessment* stages can be skipped, and the candidate can be moved directly to the Reference Check stage.

i. If the option Scheduled Additional Interview is chosen, follow the previously discussed steps for the Schedule Interview task.

e. If an Assessment* will be ordered for a candidate, the Primary Recruiter must move the applicant to this stage. Then, the HR Partner should contact the Shared Services Service Desk and submit a Clerical Testing Request to schedule and administer the assessment. Either all candidates should be given an assessment, or no candidates should be assessed to keep fair and equitable recruiting practices. Do not require an assessment for some candidates but not for others.

i. Following the candidate's completion of the assessment, the Primary Recruiter must navigate to the Assess Candidate task, accessible either from the Workday Inbox or directly from the Candidate Grid.

1. On the Assess Candidate screen, the Overall Date field is auto populated but can be manually adjusted by entering a new date or using the Calendar icon.

2. Use the Hamburger Menu to the right of the Overall Status prompt box to update whether the assessment is Scheduled or Completed.

3. Use the Plus (+) and/or Minus (-) icons to add rows for each requested assessment. In the Assessment Test column, choose the assessment by selecting the Hamburger Menu. Then, enter the Score in the corresponding column. Adjust the Status and Date fields using the Hamburger Menu or the Calendar icon. Optional Comments can be added in the designated column.

4. Select Submit after completing all updates.

f. When the candidate is moved to the Reference Check stage, the Primary Recruiter receives the Complete To Do: Upload Reference Check Template task in their Workday Inbox.

i. HR Partner(s) and/or Primary Recruiter(s) must complete the reference checks using the Professional Reference Checks Form created by the Talent Acquisition COE.

1. HR Partner(s) and/or Primary Recruiter(s) are not required to complete reference checks themselves. For assistance with this task, they can submit a Reference Checks ServiceNow form to request support from a Recruitment & Retention Specialist.

a. Recruitment & Retention Specialists adhere to a specific set of protocols regarding outreach attempts and timelines. Initially, references are given 2 business days to respond. If no response is received within this period, a follow-up email is sent. If there is still no response by the end of the 3rd business day, the ticket is closed.

ii. After completion of the reference checks, the documents for each reference check should be uploaded to the Candidate Profile. If the checks were completed by a Recruitment & Retention Specialist, ensure the documents were uploaded to the Candidate Profile.

1. Navigate to the “Candidate Grid” and select the candidate by choosing the appropriate name under the Job Application column. Select the Attachments option located on the left-hand side of the screen.

a. On the right-hand side, two tables will appear: Application Documents (which include the resume and cover letter), and Other Documents. Under Other Documents, check for items categorized as Reference Letter, if the task of completing the reference check was assigned to the Recruitment & Retention Specialists team.

2. To add a document, select the Add button located beneath the Other Documents table and upload the document either by choosing Select Files and selecting the appropriate file from your computer, or by dragging and dropping the file into the gray box. To insert additional documents, select Upload and add the files. If incorrect documents were mistakenly uploaded, select the Trash Can icon.

3. Use the Hamburger Menu to the right of the Category prompt box to select the option Reference Letter.

4. Select OK.

iii. After reference checks have been uploaded to the Candidate Profile, navigate back to the Workday Inbox, by selecting the Mail icon on the top left-side of the screen. Find the appropriate Complete To Do: Upload Reference Check Template task and select Submit.

1. Be cautious with To Do steps in Workday. These steps instruct to complete an action outside of the business process. After completing the task, the Primary Recruiter must navigate back to the Inbox, and select Submit on the To Do step to move the process forward, otherwise the business process will not route to the next step.

g. When a decision is made to proceed with a candidate after reviewing the data collected in the Reference Checks stage, the Primary Recruiter needs to advance the candidate to the Offer stage.

i. The process begins with the Complete Offer Details step, which appears in the HR Partner’s Inbox with the title Offer for Job Application. The HR Partner must select this task to display the Initiate Offer for screen. This task can also be accessed through the “Candidate Grid”, under the Awaiting Me column.

1. From the Start tab, HR Partner must select the Pencil icon to make edits to the following sections:

a. Details – Input the Hire Date by using the Calendar icon or manually entering the information and select the Hire Reason using the Hamburger Menu. Ensure the correct reason is chosen as it determines which offer template will be generated. Verify and/or modify the Location if necessary.

b. Working Time – Enter the Default Weekly Hours (37.5 for salary employees or 40 for hourly employees), confirm the Scheduled Weekly Hours, and verify the accurate calculation of the FTE Percentage.

c. HR Partner proceeds by selecting the Next button on the bottom of the screen.

2. From the Compensation tab, the HR Partner edits the following sections (the Guidelines, Bonus or Merit sections are not to be modified):

a. Salary/Hourly – Depending on whether the employee will be paid biweekly (Hourly) or monthly (Salary), the HR Partner enters the offered pay rate in the Amount field. The offered pay rate must be an amount within the Total Base Pay Range. The Currency and Frequency fields should remain unedited.

b. After completing this, the HR Partner selects Next.

3. A summary screen of all selections will appear for review. If any changes are needed, the HR Partner uses the Pencil icon to edit the relevant sections. If everything is correct, the HR Partner selects Submit.

ii. The next step is for the Primary Recruiter, who receives a task in their Workday Inbox to Generate Document for Offer. This task can also be accessed through the “Candidate Grid”, under the Awaiting Me column. The offer letter template that appears is based on the Hire Reason selected in the previous step.

1. Use the Expand/Collapse Arrows icon located on the top right-side of the screen to manage the visibility of certain sections in the document. When selected, this icon enlarges or collapses the document area, optimizing screen space. The unlocked sections in the body of the offer letter should be reviewed and edited if needed, being careful to avoid changing any compensation-related information. It is important to note that the gray sections are pulled directly from the Job Requisition and Offer Details page and cannot be edited.

2. When all edits are made, select Submit.

iii. The process is routed to the HR Partner to review the completed offer letter and approve it before sending it to the candidate. The HR Partner must navigate to their Inbox and select the HR Partner Review task. This task can also be accessed through the “Candidate Grid”, under the Awaiting Me column.

1. To begin the review process, the HR Partner selects the link to the PDF document to open and review the entire letter.

2. Once the review is complete, the HR Partner returns to the Inbox task. If the document doesn't require changes, they select Submit. If there are changes needed, they select Don't Accept to send the document back to the Primary Recruiter for appropriate adjustments.

iv. After approving the letter, the HR Partner receives the To Do Launch Candidate Offer Now. They must select Submit for the candidate to electronically receive the offer letter via the Candidate Portal.

v. To accept an offer, the candidate must log into the Candidate Portal utilizing the email and password they used to submit their application. After the HR Partner launches the letter, the candidate will see the New Hire: Candidate Review task. They will select the Review button to view the document. From the Review Document screen, the candidate should select the PDF and review the downloaded letter. To accept the offer, they need to sign the downloaded letter and then upload it to the Candidate Portal. Lastly, they will check the box I Agree to accept the terms of the offer and select OK. To decline or raise an inquiry, instructions are provided in the offer letter directing the candidate to contact their Recruiter.

1. Please note that the example described here is for external candidates. The functionality for internal candidates is similar.

vi. At the same time HR Partners launch the offer to the candidate, they receive the To Do to Set Offer Status. This must be completed after receiving a decision from the candidate.

1. If the offer is accepted, both the Primary Recruiter and HR Partner receive a notification. Upon receiving the notification, the Primary Recruiter and/or HR Partner must confirm that the offer letter is uploaded and signed.

a. To review this, navigate to the Candidate Profile, select the Offer tab option located on the left-hand side of the screen, and then select the Attachments tab.

b. Review the uploaded offer letter by selecting the appropriate PDF to confirm that the offer letter is signed by the candidate.

2. Once confirmed, the HR Partner returns to their Inbox to complete the Set Offer and Employment Agreement Status step. Using the drop-down menu, they select the appropriate option: Verbal Offer Accepted or Written Offer Accepted.

a. When an offer is turned down, the HR Partner must select either Verbal Offer Declined or Written Offer Declined in the To Do step.

b. If the hiring team decides to extend a new offer, the Primary Recruiter needs to navigate to the “Candidate Grid” and advance the applicant to the Make New Offer step. The process then follows the Offer stage progression, starting from the Complete Offer Details step.

c. If no new offer will be extended, candidate must be dispositioned.

3. Lastly, the HR Partner returns to the Complete To Do task in their Inbox and selects Submit.

a. Caution must be taken with To Do steps in Workday. These steps instruct to complete an action outside of the business process. After completing the task, the HR Partner must navigate back to the Inbox, and select Submit on the To Do step to move the process forward, otherwise the business process will not route to the next step.

h. When Verbal Offer Accepted or Written Offer Accepted is selected at the Set Offer and Employment Agreement Status step, the task To Do: Initiate Background Check in HireRight and Verify Rehire Eligibility is sent to the Recruitment & Retention Specialists Team.

i. A Recruitment & Retention Specialist first checks eligibility, ensuring the candidate was not previously terminated from the University for reasons outlined in Policy 208 - Termination of Employment.

ii. Then, for regular staff positions, the Recruitment & Retention Specialist initiates a Standard Background Package online, unless otherwise noted on the Job Requisition. For temporary and non-benefits eligible staff positions, if the Job Requisition is posted, the Recruitment & Retention Specialist initiates a Voluntary Background Check Package. If the position is not posted, the HR Partner initiates the background check.

iii. The Recruitment & Retention Specialist then updates the Candidate Profile with one of the following background check status indicators: Initiated, Passed, Not Passed, Background Check Exception, Not Eligible for Rehire, or Not Required (internal hire).

1. In case the unit wants to proceed with the hire while the background check is pending, the Primary Recruiter uploads a completed and signed Background Check Exception letter to the Candidate Profile (refer to the appropriate template for formatting) and tags the specific Recruitment & Retention Specialist who initiated the background check in the Workday Activity Stream. The Recruitment & Retention Specialist then submits the request to the Associate Vice President of Human Resources (AVP) for approval.

iv. The Background Check Status can be viewed in the “Candidate Grid”, under the column with the corresponding name.

1. HR Partners can also track the background check status by running a report in Workday. In the search box at the top of the screen, they need to type “Candidate Background Check Status” and select the suggested report that appears below the search box. A dialog box will pop up. They should enter the Candidate Name and select OK to retrieve the report.

i. When the background check status is set to Passed, Not Required (internal hire), or Background Check Exception, the Ready for Hire stage will become available from the Move Forward button. Move the candidate to this last stage to initiate the Hire business process for external candidates or the Change Job business process for internal candidates.

i. For details on how to complete the Hire business process, review the Hiring Employees from a Competitive Search in Workday or Hiring Employees from a Non-Competitive Search in Workday Knowledge Base Articles.

ii. For details on how to complete the Change Job business process, review the Changing a Job in Workday Knowledge Base Article.

j. As one candidate is moving forward in the applicant lifecycle, it is important to finish out the recruiting process for all other candidates by dispositioning them. Dispositioning is the process of informing candidates they are no longer being considered for a position and providing the reason why. Dispositioning is part of the Ready for Hire stage, however, it’s important to remember that candidates can be dispositioned throughout any stage of the lifecycle. To disposition candidates:

i. Navigate to the “Candidate Grid”, select the All Active Candidates button, and choose candidates in need of dispositioning by checking the corresponding boxes. Select the Decline button.

1. The Decline Job Applications dialog box will appear. Choose the Disposition Reason at the top of the page. This will auto-fill the disposition reason for all candidates within the table. If multiple candidates are being dispositioned and require unique disposition reasons, change individual disposition reasons within the table, not at the top of the page, by using the Hamburger Menu to the right of the corresponding prompt boxes.

a. Governed by The Office of Equal Opportunity Programs, a comprehensive list of disposition codes has been added to Workday Recruiting for UChicago to utilize when recruiting for staff positions. It is the responsibility of the Primary Recruiter on the specific Job Requisition to select the appropriate disposition code. The data in Workday is reportable, and it is imperative the most appropriate code is selected. Refer to the Workday Disposition Codes list to review all disposition codes available in Workday, their category, their definition, and the recruiting stage in which they can be used.

2. Select OK to complete the process.

ii. After candidates have been dispositioned in the system, it is important to notify them that they are no longer being considered. Disposition messaging is not built into the Decline Job Applications process. Primary Recruiters must manually complete an additional step to send candidates a disposition message, which is in the form of an email. Every candidate should receive a disposition message. To send a disposition message, navigate to the “Candidate Grid”, select the All Active Candidates button, and choose candidates in need of disposition messaging by checking the corresponding boxes. Select the Send Message button.

1. The Send Message dialog box will appear. Under Message Template select applicable template. If messaging multiple candidates at once, the same email will be sent to all; customization per candidate is not possible unless messages are sent to candidates one at a time. Once Message Template is chosen, the Email details auto-fill. Email details can be modified except for content highlighted in gray (this information is pulling from Workday for the mail merge).

2. Edit additional fields, such as Subject, From Display Name, From Email Address, and Reply to Email Address, if needed.

3. Select OK to send the disposition message to the candidate.