This article will outline the process for hiring Faculty and staff. This assumes that a Job Requisition for the position already exists and the candidate has applied.
First, access the candidate's application one of the 3 ways:
- Job Requisition Workspace - From the Workday home page, go to the Job Requisitions Workspace by searching for "Job Requisition Workspace" > Choose the job req > Candidate's name
- By Req Title - Type the title of the job req in the search bar prefaced by "JR:" (JR: Assistant Professor) > Choose candidate
- By Name - Directly access a candidate's application by typing their name in the search bar prefaced by "Cand:" (Cand: John Smith)
- To take action on an applicant, click MOVE FORWARD.
- Your options are SEARCH COMMITTEE SCREEN or HIRING MANAGER REVIEWED. This marks that the application has been reviewed.
- Once you have completed a PHONE SCREEN, you may change the status to HR SCREENING, which is a step required before all formal interviews.
- This prompts HR to review their application and online presence.
- When HR has cleared the HR screening, you will have a task to schedule the interview
- Click SCHEDULE to schedule the interview in Workday or click SKIP to schedule the interview manually outside of Workday.
- If scheduling in Workday, set the date, interview duration, and add all attendees. Attendees will receive a task to select a time based on availability on your ACU Google calendar.
- If scheduling manually outside of Workday, click OK on the SKIP THIS TASK pop-up.
Reference Checks:
- Once you have made your hiring decision, you must have at least 2 satisfactory reference checks completed before submitting an offer. Your options are to either send a reference check form through Workday, or gather and complete references on your own.
- Current employees do NOT have the option of being sent a form in Workday. You are expected to contact their references on your own. To view a current employee's references, go to their application > Questionnaire results > scroll to bottom
- Send Reference Check Form:
- SEND REFERENCE CHECK FORM: This option sends the candidate a form to fill in their referees. The referees get a form to fill out, and you get a task to approve the references. Referee responses are found in the candidate's application > Screening > Reference Check.
- Click Submit on the reference task when you have verified 2 references. You will then have the OFFER as a TASK to fill out in Workday.
- Complete References on your own:
- If you choose to collect and complete references on your own, choose "MAKE OFFER - REFERENCES DONE" when you have verified at least 2 references.
Offer:
- Once references are completed, negotiate the start date and salary with your candidates, then enter into the offer task. The hire reason will either be new hire, or re-hire.
- If Faculty, upload the credentialing form and transcripts to the offer with the "credentialing" tag before submitting.
- After offer approvals, HR will generate an offer letter (or Provost office if Faculty) and you will get a task to review it if staff. Check the box to agree and click Submit.
- The offer letter will be sent to the candidate to accept through their candidate portal, or Workday account if a current employee.
- You will have a task to approve the final hire called "CHANGE ORGANIZATIONS". This verifies the Cost Center. Do not miss this step, as it will delay your candidate's ACU email being generated.
- Workday will generate the ACU ID and email.
- HR will email the employee their myACU login and onboarding to complete in Workday NO SOONER than 2 weeks prior to their start date.