Recruiting: Overview for Hiring Managers and Recruiters

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1 Welcome to Workday Recruiting! The following document will provide details and guide Managers and Recruiters through Creation of Positions, Creation of Requisitions, Posting Job Openings, Interviewing Candidates and more! Job postings can be found on Workday in the Careers Worklet for internal applicants. Recruiters will use the Recruiting Worklet for Requisition creation as well as the Candidate application process. There are two types of Organizations in Position Management and Job Management. Table of Contents Table of Contents... 1 View the Recruiting Dashboard... 2 View Your Job Requisitions... 2 What is a Position Management Organization?... 2 Why is my Organization name followed by JM?... 2 What is a Manager Role in Workday Recruiting?... 3 What is a Recruiter Role in Workday Recruiting?... 3 What is the process/responsibility for a faculty search committee in Workday?... 3 What is the Process to create a Job Requisition and a Job Posting?... 3 What does the Approval Process look like for my organization?... 3 When do I need to create a position?... 3 Create a Position... 4 Create a Job Requisition... 6 Post a Job Requisition Manage and Edit Open Positions Update a Job Posting after a Job Requisition has been Edited Review Status of Task Cancel Task Send Back Task Find Candidates My Candidates Create a Prospect Invite to Apply Job Application Process Create a Job Application for a Candidate Stages in the Job Application Process Move Forward/Decline a Candidate Assign Interviewers Interviewing Candidates Entering Interview Results Share Candidate Disposition Candidate and Move Candidate Forward Use Mass Actions Offer Letter creation for a Candidate Hire Candidate

2 View the Recruiting Dashboard From the Dashboards Worklet: 1. Click Recruiting Worklet. 2. Create and Review Prospects, Candidates, and Job Requisitions. View Your Job Requisitions From the Recruiting Worklet: 1. Click My Recruiting Jobs. Why is my Organization name followed by JM? A JM Organization is a Job Management (JM) Organization. These jobs do not have a position within the organization, they only require a requisition. Types of jobs which are part of a Job Management Organization include the following: Adjunct Students (hourly & stipend) Summer Salary 2. Click the Prompt icon and select Open to set the filter to display Open Positions. (Additional filters include Closed, Frozen and Filled) 3. Click OK to view a list of your Open Job Requisitions. What is a Position Management Organization? Position Management Organizations harbor Positions. These organizations include regular positions for staff and faculty, both fulltime and part-time. Extra Teaching Staff Stipend Director s fee A Position refers to full-time and part-time staff (non-fixed term) or faculty position. A Requisition is needed to fill a Job or Position. (This goes for both Position Management and Job Management organizations.) To create a Position or a Requisition you must be a Recruiter or a Manager for the requested Organization. JM organizations do not have Positions. However a Requisition is required for a Job. 2

3 What is a Manager Role in Workday Recruiting? A Manager is responsible for approving positions and or job requisitions. A Manager can also create a position and job requisition, assign an organization and request compensation when creating a position. The Manager is responsible for reviewing, verifying, and approving Position, Job, and Job Requisition information if initiated by the Recruiter. This may also include interviewing candidates, conducting phone screens, and the Offer Compensation during the Offer process. What is a Recruiter Role in Workday Recruiting? A Recruiter is responsible for staffing tasks such as creating a position if needed, creating and managing a job requisition, and processing a candidate through the application process in Workday. They are responsible for making sure that the position (if needed) and job requisition are being created, are correct and accurate, and are approved in a timely manner. They will be assigning the organization and requesting compensation when creating a position. The Recruiter is also responsible for posting job requisitions to the career sites, conducting reference checks, dispositioning candidates after selection, and moving candidates through to the Offer stage. What is the process/responsibility for a faculty search committee in Workday? The Recruiter for the organization that the faculty search committee is recruiting for, will be responsible for inputting all pertinent information into Workday for the faculty search. Workday Inbox Action items will be sent to search committee members if Action is required, such as during the interview process. The required Action will be initiated by the Recruiter for the position. What is the Process to create a Job Requisition and a Job Posting? Prior to creating a job requisition for a position, a position must have been created. When creating a requisition for a JM organization, a Position does not have to be created because JMs do not support Positions. A requisition is required to be created to recruit into any job at Stevens. Once the requisition has gone through all approval steps the Recruiter is assigned to post the requisition to the Career site. What does the Approval Process look like for my organization? The approval process will be based on the business process you are initiating and the type of task. You may refer to the approval flow document for further details. When do I need to create a position? If recruiting into a Position, the position must be created prior to creating the job requisition. A position should be created only if a new position is available to be filled for a Position Management organization. If a position already exists and you are just processing a search for a replacement, you do not have to create a new position. The unfilled position will be available for recruiting and the Create from Existing Position option can be used at the time a job requisition is created. Note that currently filled positions for a selected organization will appear when selecting the Create from Existing option. In the case of an employee vacating the position in the future, a Recruiter can post the same currently filled position to start the search for a replacement. 3

4 Create a Position Positions are used for Full Time Faculty and Staff jobs, and Part Time jobs that are not fixed-term. Positions are not created for Student jobs, Adjunct jobs, or Part Time fixed-term jobs. Skip to Create a Job Requisition to create a Student or Adjunct Job. Creating a Position is only completed when you are creating a NEW position. If an employee is terminated and their position was not closed, you may skip to Create a Job Requisition to start the Recruiting process to post the Job and fill the Existing Position. 1. From Search access the Create Position task. 2. Select the Supervisory Organization from the Prompt icon for which you are creating a position. Note: Verify that you are not choosing the organization that is designated a (JM). JM Organizations are used to for Adjuncts, Students, Extra Teaching, Staff Stipends, Summer Pay, Contingent Workers and Director s fee. If you are a Manager of a JM Organization, it may default to that JM Organization. 3. Skip the Position Request Reason. All fields with an asterisk are required. Additional fields may be required as documented. 4. Enter the Job Posting Title for the Position. 5. Check the box if the position is Academic Tenure Eligible (for faculty position only). 6. Select the Number of Positions that are available for this Job. For Example 5 Positions would be created for the User Service Support Desk, this could allow User Services to Hire 5 People to this position without creating separate Job Positions. 7. Complete Hiring Restrictions Tab as well as Qualifications Tab with all information that will be posted and required for this position. 8. On the Hiring Restrictions Tab select the Job Profile before the Job Family. (If you select the Job Family first, the Job Description does not populate.) Note: The Job Description can also be edited when creating the requisition. Please be aware that this content is what will be posted on the internal and/or external Career sites. WORKER SUB-TYPES Fixed Term: Select this when a job or position has a set Start Date and End Date. If the position is Full Time Staff or Faculty, the hired employee will be eligible for certain benefits. Temporary: Select this option for a job or a position that is held temporarily by an employee, but an end date has not been identified. This option should be used for all Full Time temporary employees. Temporary employees are only eligible for statutory benefits. Regular: Select this for all regular staff and faculty hires. This option should not be used for Job Management organizations. 9. On the Qualifications tab, you must select an Education requirement, all other sections of this tab are voluntary. Start dates and End dates guidelines for a Position/Job and Compensation: Position and Job: Start Date and End Dates for a position can be set-up ahead of time if a Worker Sub-Type of Fixed-Term is selected. In these cases, the End Date should be the actual end date of the position or job. Compensation: The End Date used when assigning compensation determines until when the compensation is active. For example, if you use a 12/31/2015 as an end date, the compensation will no longer be available as of 1/1/2016 4

5 10. Once you have submitted the Create a Position task you will receive an Inbox notification to Change Organization Assignments. 11. This action will require you to assign a Cost Center. 12. The Recruiter will have a Workday inbox item to complete, this action item is called Default Compensation Change. Examples of Job Family Categories: Administrative Campus Police Faculty Adjunct Faculty Administrative Faculty Full-time Professional Union 13. From this Action item you can complete Salary or Hourly information. Base pay selections should be Annually, Monthly or Bi-weekly. Refer to Compensation Quick Reference Guide for further details. 14. Once all compensation information has been populated select Approve. Job Description has to be populated Worker Types could be: Fixed Term Regular Temporary 15. This approval will be sent to the Manager for the Position as well as the Departmental Vice President for the organization and the VP of Human Resources. Other approvals may be necessary depending on the organization and position being created. 16. Each approver will need to approve the Create Position action from their inbox. 17. The position has now been created. 5

6 Create a Job Requisition A Job requisition is required in order to hire someone into an open position. reviewed prior to posting by HR in order to verify qualifying posting criteria for all staff and faculty. Student requisitions will be reviewed and approved by the Student Employment Office. 1. Select the Create Job Requisition task from the Recruiting Worklet. 2. Optionally you may choose to copy details from an existing job requisition; click the Prompt icon to select the previous job requisition. Note: If you choose this option make sure you review all the information and ensure it is still relevant. 3. Click the Prompt icon to select the Supervisory Organization for this job requisition. 4. Select an existing position from For Existing Position search/prompt box. Note: the position drop down only appears for a Position Management organization. Job Management organizations do not hold positions. (Students and Adjuncts are part of Job Management (JM) organizations.) Positions must be created before a requisition, refer to Create a Position on the last page. Positions are used for Full time Faculty and Staff, Part Time (nonfixed term) and Temporary positions. 5. Click the down arrow to select the Worker Type (i.e. Employee) and click OK. All fields with an asterisk are required. The Recruiting Instruction field is not connected to the posting process. It is only used to note to others where this position will be posted. You will still need to manually post the position on selected career sites. 6. From the Recruiting Information page, click the Edit icon to access and complete the required Recruiting Details. Please note, the Recruiting Instructions field is required to instruct others as to how this job should be posted. Note: Requisitions will be 6

7 Recruiting Instruction Options - External Only: This option requests that the requisition be posted to the Stevens External Career site and other external job boards through equest. Current employees will not be able to apply through Workday as an internal candidate. Seldom used, Recruiters are asked to post both internally and externally. Internal Only: Recruiters may use this option to hire an already identified candidate or candidates into a Job Management organization. Job types that can be hired into a JM are Extra Teaching, Staff Stipend Bi-Weekly, Staff Stipend Monthly, Summer Salary, Students, and Adjuncts. Requisitions should be posted internally and externally for new Adjunct and Student searches. When posting internally for these purposes, a Recruiter can then create an application for the internal candidate to move them forward through the application process. Internal and External: The recommended option, selecting this requests that the position or job be posted internally and externally. This includes both the Internal and External Stevens Career site and other external job boards via equest. Recruiters are encouraged to select this option for all positions or jobs requiring posting. Note: equest is a job board posting service that has been integrated with Workday. This makes posting to external career websites, other than Stevens, much easier. When a valid requisition is available for posting to equest, HR will post this to other job boards through equest. Most, if not all, externally posted requisitions qualify for this process. The Recruiting Reason field identifies why the requisitions is being created. Additional: A new position or Job has been requested to be filled. Promotion: A current employee will receive promotion to a new position. Replacement: An unfilled position exists and a search for a replacement will begin. Transfer: o Lateral Move: A lateral will take place when an employee moves to a different organization with the same responsibilities. o Transfer: An employee is moved to a different organization to fulfill different responsibilities. Recruiting Start Date: This field identifies the earliest possible date that an action can be taken on a requisition. A requestor may choose a past date, current date, or future date. Requestor are encouraged to use current date and to only use future dates if it is certain that no action will be necessary on the requisition until that date arrives. You will not be able to take any current actions on a requisition if the recruiting start date is set in the future, including the ability to post a job. Target End Date: This field identifies the date the position or job is targeted to end. This will be available for positions that are set-up with a worker sub-type of Fixed Term. 7

8 7. When you ve completed all the required information, click Next to continue. 8. From the Job page, click the Edit icon to access and complete the required Job Details described below. If you copied information from another position you can make edits on this screen. When you re done, click Next to continue. The Application Questionnaires must be selected on the Job page for internal and external postings. Note: The Job Description can also be populated when creating the position. Please be aware that this content is what will be posted on the internal and/or external Career sites. Adjunct Hours: Scheduled weekly hours for adjuncts will be based on how many courses they are scheduled to teach as listed on the requisition. The guideline is as follows: Enter Job Description 1 Course = 9.75 hours 2 Course= hours 3 Courses=29.25 hours Enter internal and external career sites and type 8

9 9. From the Qualifications page, click the Add button to add additional qualifications or use the Edit icon to modify existing information. You must select an Education requirement, all other sections of are voluntary. Jobs (for Job Management student or adjuncts) require an Organization Cost Center step. Click on Open and complete the compensation details and Click Submit. The task will route to the Budget Office for Approval This field is required by HR for reporting purposes. Sent to the Budget Office for Approval 10. From the Attachments page, click the Add button to add any supporting documentation to the Job Requisition. Click the Next button to continue. 11. From the Summary page, you will see all of the information entered from the previous screens. Click the Edit icon to make additional changes, or click Guide Me to return to the Guided Editor. Note: that clicking on Guide Me will walk you through the process again from the step you clicked Guide Me on. 12. Click Submit Request Requisition Compensation Additional approvals are required from the Manager, Dean, Budget Office and Human Resources Analyst. Approval routing may vary based on the Job Families (Faculty, Student, and Staff) and Time Type (Part Time or Full Time). Creating a Job Requisition and Posting a Job Requisition to your career sites are two separate processes. From the Process tab of the next page, you will be able to view the additional steps that must be completed before the requisition will be posted. This information can be viewed in your Inbox > Archive Once additional steps have been completed, ie Job Requisition approval by Human Resources, the Recruiter will receive an inbox notification, to post the job. 9

10 Post a Job Requisition Posting Types Internal Employees can access External External Applicants can access When a job requisition is approved by Human Resources you will receive a Workday inbox notification to post the job. You can choose to post on the Internal or External Stevens Career sites. You can complete the job posting from either your Inbox item or from the Recruiting Worklet: (Skip to step 7 if using your inbox notification) 1. Click My Recruiting Jobs. 2. Click the Prompt icon and select Open to set the filter to display Open Positions. 3. Click OK. 4. Click the job requisition name to view the details. 5. Click the Job Postings tab. 6. Click the Post Job button. 7. Click the Prompt icon and select a Job Posting Site. Recruiter posts the requisition to both internal and external career sites. Click Submit. 8. Select a Job Posting Start Date. Optionally, you can select an End Date for this posting. 9. Click the Plus icon to post your job to another Job Posting Site. 10. Click Submit once you ve added the necessary career sites. Human Resources will submit Faculty, Staff and Adjunct positions to equest, an external job posting service. equest will post to the following boards in addition to the compliance boards. No fee will be charged to the department for postings on these sites. HigherEd.com Academic Keys States Compliance Hire A Hero JOFDAV recruitability DiversityWorking.com US Diversity **A Recruiter or manager can continue to post directly on the job board of their choice outside of Workday. They will also be responsible for all fees charged by those boards. Note: The job will be unposted automatically once the last candidate is hired on the job. 10

11 Manage and Edit Open Positions From the Recruiting Worklet: 1. Click My Recruiting Jobs. 2. Click the Prompt icon and select Open to set the filter to display Open Positions. 3. Click OK to view a list of your Open Job Requisitions. 4. Click the Related Actions icon next to the Job Requisition. 5. Select Job Change > Edit Job Requisition. Note that posted jobs must be unposted from both the internal and external career sites before an edit can be completed. You can also edit, close and copy a job requisition from the Related Actions > Job Change selections. 8. Click Done to complete the process. Additional approvals may be required. Once you ve edited a job requisition, the job posting must also be updated in order for your changes to reflect on the career sites. Update a Job Posting after a Job Requisition has been Edited In order for Job Requisition edits to be reflected on a career site, the requisition needs to be un-posted and then posted again to each career site. This step may also be done manually from the Job Posting tab within a Job Requisition. An edited position that has been approved can be posted without any additional approvals. To manually update a posting on a career site: 1. From the Recruiting Worklet, click My Recruiting Jobs. 2. Click the Prompt icon and select Open to set the filter to display Open Positions and then click OK. 3. Click on the job requisition name for the posting you want to update. 4. Click on the Job Postings tab. 6. Complete required edits and click Next to tab through the Guided Editor or click Summary to edit the job requisition from a single screen. 5. Select the Actions button and select Unpost Job. 6. Click Submit and repeat this step for addition Job Posting Sites. 7. Click Submit at the bottom of the Summary page. 11

12 7. Once all of the Job Posting Sites are un-posted, you can repost the job requisition by returning to the Job Postings tab and clicking Post Job. 8. Select the Job Posting Site and click Submit. Review Status of Task To review the status of task, Navigate to your Inbox > Achieve tab > Click on the action item > the status is indicated Cancel Task The initiator may cancel a business process only if the status of the process is in progress. Once Cancelled the process is terminated and no further action can be taken. 1. Navigate to your Inbox > Archive tab > Click on the action item you want to work on 2. Go to the bottom of the page and click on Cancel Or Go to the Gear Icon in the top right corner and select Cancel 3. It will take you to a review page where you must add a comment before you can submit Send Back Task A reviewer can select Send Back, and provide comments to the requestor, during specific business processes. This action can be taken from the Inbox Action sent to the reviewer. 12

13 Find Candidates From the Recruiting Worklet: 1. Click Find Candidates. 2. Use the facets on the left to filter the list of prospects, active candidates, and workers. My Candidates To view candidates who are actively connected to your job requisitions, from the Recruiting Worklet: 1. Click My Candidates. 2. Use the facets on the left to filter your candidates. Create a Prospect Creating a prospect is a quick way to get people into Workday Recruiting. Often, managers and Recruiters meet people who are potential candidates that may be a fit for the organization. From the Search bar: 1. Access the Create Prospect task. 4. Click OK, then Done to complete the prospect entry process. Invite to Apply If the person being invited does not have an address, you will not be able to complete this task. From the Recruiting Worklet: 1. Click Invite to Apply. 2. Click the Prompt icon to select a candidate or enter a previously entered prospect into the field, and click OK. 3. Click the Prompt icon and select an Active Posting. 4. Enter a subject for the invitation and add additional information to the body of the Click OK when you are ready to send the invitation. Alternatively, you can use the Related Actions icon for a prospect and select Candidate > Invite to Apply. 2. Select Add New Prospect or Add New From Coworkers and enter or select the prospect name, and click OK. 3. Enter as much detail as possible about the candidate to help others in the hiring process determine if the candidate is a good fit for the position. If this is a new prospect you will be required to enter at least one phone number or address. 13

14 Job Application Process Candidates must complete a job application in order to be considered for a position. Candidates can submit the application or the Recruiter can create a job application for a candidate. Create a Job Application for a Candidate To convert a prospect to an active candidate, you will need to connect them to a job requisition. Examples of when to Create a Job Application for a Candidate are Extra Teaching, Summer Salary, Staff Stipend, and Directors Fees. From the Recruiting Worklet > My Candidates 1. Click on the Candidate name to open the View Prospect page. 2. From the Related Actions icon next to the prospect s name, select Candidate Actions > Create Job Application. 3. Use the Prompt icon in the Jobs field to select an open job requisition. 4. Add additional information and click OK to convert the prospect to a candidate to move to the Review Candidate process. Stages in the Job Application Process 1. Phone Screen 2. Assess Candidate 3. Schedule Interviews Recruiting Workflow: Depending on the type of hire you are planning on processing through a requisition, options to Move Forward from step to step may differ. For example, recruiting for a new Full Time Staff position with an external candidate would require that the Recruiter go through all required steps (as shown below). Summer Pay, Extra Teaching, and Student requisitions would be examples of requisitions that can skip through all steps from the Review stage and go directly to the Offer stage. Position Management requisitions: Processing an applicant through Faculty and Staff positions: o Review (start) -> Screen (optional) -> Interview (required)-> Assessment (optional) -> Reference Check (required)-> Offer (required) -> Background Check (required, not available for internal candidates) -> Ready for Hire (Complete) Job Management requisitions: Processing an applicant for an Adjunct job: o Review (start) -> Screen (optional) -> Interview (optional) - > Assessment (optional) -> Reference Check (optional) -> Offer (required) -> Background Check (not available for internal candidates)-> Ready for Hire (Complete) Newly hired Adjuncts should be taken through all steps, including Background Check. Processing an applicant for a Student job: o Review (start) -> Screen (optional) -> Interview (optional) -> Assessment (optional) -> Reference Check (optional) -> Offer (required) -> Ready for Hire (Complete) Internal and External Student applicants may be taken from the Review step and skip to the Offer process. All other steps are optional. 4. Reference Check 5. Start Background Check 6. Ready to Hire 14

15 Processing an internal candidate through an Extra Teaching, Summer Salary, and Stipend Job o Review (start) -> Offer (required) -> Ready for Hire (Complete) These are payments processed for internal applicants due to additional assignments or responsibilities. They do not require the same steps that would normally apply to an external applicant (new hire). OVERVIEW FOR ALL STEPS: Review: When a candidate applies for a job, the candidate is immediately assigned the status Review Candidate. This is the initial step in the applicant flow process. Screen: This step is used In order to filter out Candidates that do not meet basic job criteria. This normally performed through a phone screen. The actual screening is performed outside of Workday, but the selecting this step captures the stage of the process. Interview: Choose this step to move the Candidate into the interview stage. Depending on the situation, different candidates may require a different number of interviews. You may arrange to have a single interviewer or a team interview scheduled and each interviewer can rate and give feedback on the candidate. When giving feedback on a candidate, it is imperative to note that any comments added will stay in the Workday database forever. Please choose your words carefully. Suggested feedback may state something along the lines of This is a great candidate who brings a lot of new ideas to the table." OR The interview was unsatisfactory. The candidate was unable to answer some basic position-based questions. Stevens Institute of Technology is an Equal Opportunity Employer. Accordingly, Stevens adheres to an employment policy that prohibits discriminatory practices or harassment against applicants or employees based on legally impermissible factor(s) including, but not necessarily limited to, race, color, religion, creed, sex, national origin, nationality, citizenship status, age, ancestry, marital or domestic partnership or civil union status, familial status, affectional or sexual orientation, gender identity or expression, atypical cellular or blood trait, genetic information, pregnancy or pregnancy-related medical conditions, disability, or any protected military or veteran status. Stevens is building a diverse faculty, staff and student body and strongly encourages applications from female and minority candidates as well as veterans and individuals with disabilities. Stevens is a federal contractor under the Vietnam Era Veterans' Readjustment Assistance Act (VEVRAA) and the Rehabilitation Act of 1973, as well as other federal statutes. Assessment: This step is used for testing and performing an assessment before moving forward with a Candidate. Usually occurring after an interview, an organization may ask that the candidate take an assessment test (Excel skill test, typing test, etc). After an assessment is completed, a Recruiter can then identify whether the assessment passed or failed in Workday. Reference Check: This step is used when performing a reference check for a candidate. The checks are performed outside of Workday and this step serves as a way to capture the stage of the process. Offer: At this step of the process, the Propose Compensation business process kicks-off. This is where the compensation is identified for the candidate that has made it to this stage. The available compensation plans are Salary, Hourly, and Allowance. Once the compensation has been filled in, it will route for approval based on the configured routing assigned for your job or position type. 15

16 o Offers for Staff will create a To-Do task for an HR Executive Assistant to create an Offer letter and gather signatures. Offer letters will be created for a Full Time positions. All Offers are contingent upon the satisfactory result of a Background Check. Staff Offers require signatures from Vice President of Human Resources (with a CC to the manager). o Offers for Staff will create a To-Do task for an HR Executive Assistant to create an Offer letter and gather signatures. Offer letters will be created for a Full Time positions. Staff Offers require signatures from the Dean and the Vice President of Human Resources (CCs to the Provost, Director or Program Director). All Offers are contingent upon the satisfactory result of a Background Check. Background Check: The recruiting process for all new Full Time/Part Time Faculty and Staff are required. Background checks are not required for Extra Teaching, Summer Salary, Stipends, Student jobs, and Internal Candidates. Please note that a current Student employee converting to a Staff or Faculty member will be subject to a background check. Ready for Hire: When a candidate has reached this stage, the Recruiter has successfully completed all the steps in the applicant process. HR Analyst (Staff & Faculty hires) and the Student Employment Partner (Student hires) will receive tasks in their inbox to complete the remaining on-boarding tasks. Move Forward/Decline a Candidate Candidates are Moved Forward or Declined at specific points during the Job Application process. A Manager or Recruiter is responsible for moving a candidate forward in the process or declining them for various reasons. When you receive a relevant hiring task in your Inbox, use the Move Forward button to continue to keep a candidate in the Job Application Business Process, or use the Decline button and select a reason for rejecting the candidate. There are no automatic notifications being sent to Candidates. Communication with Candidates must be sent external to Workday. Example: Recruiter or Manager will need to call or Candidate to schedule an interview time, request information, etc. 16

17 Assign Interviewers Once a candidate has applied for a position, a Recruiter or Manager will be prompted to schedule an interview. The Recruiter can also manually select Schedule Interview from the candidate screen. In either case, the following steps below will be similar. From the Inbox: 1. Click the Job Application action. 2. Select Interview from the Move Forward button. 3. Click Interview Team button to open the Schedule Interview Team page. Interviewing Candidates If you are involved in an interview process, you will receive an action in your Workday Inbox when you are selected to interview a candidate. Scheduling and details regarding the interview process are specific to your organizations procedures. Workday allows the Recruiter and manager to schedule a single or multiple interviews. When a Recruiter schedules the interview you will received in your inbox an Action Rate Interview. 4. Click the Plus icon to add additional reviewers, or the Minus icon to remove anyone from the list of interviewers. 5. Optionally, you can select an Interview Date. 6. Enter additional information for the interviewers in the Comment for Interview Team field. 7. Once you click Submit, the interviewers will receive an action in their Inbox to rate and provide comments on the candidate. Entering Interview Results Once you have completed the interview, you will need to follow these steps to submit your interview results in Workday. From your Inbox: 1. Under the Actions tab, select the Interview task you have been assigned (i.e., Interview: Arwyn Wright (Internal)). 17

18 2. Use the Rating field to select feedback. Additional scheduling and interview processes and procedures may be required by the manager which are outside of Workday. Share Candidate If an applicant is a candidate to one of your requisitions, you can share the application with other Stevens employees. 1. As the person sharing the candidate: a. From the Recruiting Worklet, click on My Candidates. b. Click on the candidate's name to view the candidate's profile. Off the related action's button, select Candidate Actions> Share Candidate. NOTE: The candidate has to be a candidate in one of your requisitions before you can share. 3. Use the Comment field directly the Rating selection to add interview feedback. Comments should be objective, detailed, factual, and concise. Avoid gratuitous comments unrelated to the applicant s experience and qualifications for the position. c. You can then select the specific Job Application you want to share (if they have applied to one or more requisitions where you are the Recruiter) and click OK. 4. Click Submit to send your results. 5. Your results will be sent to the Hiring Manager. 18

19 d. The person who is receiving the shared candidate will get a notification in Workday. That individual can review the Candidate s profile. Disposition Candidate and Move Candidate Forward From the Candidate Profile: 1. Click the Interview tab to review feedback. 2. The next steps in the interview process with depend on if the Job Posting is for a Faculty, Staff, Adjunct or Student. 3. Select Move Forward or Decline options as requested. As the person receiving the shared candidate: 1. Select the notification and review the candidate's profile. 2. If you are a Recruiter you will have the option to add the candidate as a Prospect. Click the related action, click Prospect Action then Add to Prospects. Candidates for Staff, Faculty and Staff positions will be subject to a background check. This will also include students who apply for any of the positions above after graduation. You may add notes about each candidate to the Personal Notes tab. Notes may include the references who were contacted and any other items you wish to include. Comments should be objective, detailed, factual, and concise. Avoid gratuitous comments unrelated to the applicant s experience and qualifications for the position. 19

20 Use Mass Actions IMPORTANT: To meet Stevens Affirmative Action guidelines, Managers and Recruiters must properly disposition all candidates that were interviewed and not selected. NOTE: Mass Action should only be used on the interviewed candidates after an offer is extended. From the Recruiting Worklet: 1. Click My Recruiting Jobs. 2. Click the Prompt icon and select Open to set the filter to display Open Positions. 3. Click OK. 4. Click the job requisition name to view the details. 5. Click the Candidates tab. 6. Click the Mass Actions button. 7. Use the filters to narrow the search and drill down to the candidates you are interested in applying Mass Action to. For instance, to reject all candidates that did not meet job qualifications, you can use the Filter button and select the top checkbox to select all of the candidates displayed. Now, reject them by clicking Decline and selecting a reason in the Choose Action section. Alternatively, you can move a group of candidates forward in the process as well. IMPORTANT: Remember to use the filter options carefully. Once a Mass Action is applied, it cannot be rescinded without manually adjusting the candidate status. Offer Letter creation for a Candidate 1. Offer Letters should only be created after you have received a Workday Inbox Action Item to create the Offer Letter. 2. Offer Letters need to be created externally to Workday. 3. There is an Offer Letter report that can be run on a candidate to provide information to use when creating an offer letter. (This report can be run from Search on any screen.) 4. Staff offer letters will be created by the HR Executive Assistant and appropriate signatures gathered. Faculty and Adjuncts will be created by the Schools or Departments with the appropriate signatures and sent to Human Resources for final approval. Hire Candidate The HR Analyst will hire the candidate pending the results of the background check and the signed offer letter from the candidate is received. The manager will receive a message in their inbox when the candidate has been hired. When you ve made the appropriate selections, click OK to complete the Mass Action process. 20

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