How to View and Hire Undergraduate Student Job Candidates

First, ensure you've accurately posted your undergraduate student job in Workday.

1. You will not get a task in your Workday Task Inbox when students apply. It will be in your Candidates section.
   1. To get there, you can enter your JR number in the search bar, or go to the hamburger menu in the top left, and select Recruiting.
   2. Click your JR number under Recent.
   3. Then click Candidates.
   4. To provide access to your search committee members, just send them the JR number, and they should be able to view candidates from here.
2. Click on the candidate’s name to view the candidate profile and application materials.

 

3. Double check the work-study status of the student.
4. Conduct your interview and selection process as you normally would. Visit the HR site to review the interview process.
5. Once you have made a selection and want to start an offer, select the Candidate and click Move Forward.

 

6. Click "offer" under Move Selected Candidates to Next Stage. Do not select “Background check” or “Ready for hire”.
7. Click OK.

Initiate the Offer

1. You are now ready to start the offer process! Click on the “initiate offer” task from your Workday Task Inbox.
2. Select the actual hire date. This date cannot be 7 or fewer days out from their start date.  We recommend 10-15 days to allow for processing which may include background checks and onboarding.
3. “Hire Reason”: Skip.

4. Do not touch “location”. Will default to Colorado, and it must be Colorado.
5. Do not touch “Document language.”
6. Add proposed end date (the anticipated last day of work).
7. Everything else should auto-populate from the job requisition, but look at Job Profile and ensure it matches the student's work-study status. If your job did not require work-study, and you selected both a primary job profile and additional job profile, you may need to edit this to match your student’s work-study status.
8. Do not touch scheduled weekly hours. It will not affect their ability to work more than 5 hours.
9. Click Next.

Compensation

For Hourly positions:

1. Under Guidelines, for hourly jobs, edit the assignment details in the Hourly section. This auto-populates from job requisition but you can edit at this point. Cannot be below state minimum wage.

1. Add the pay.
2. Do not touch Currency.
3. Do not touch Frequency.
4. Click Next.
5. Do not add a one-time payment ever, for undergrad hiring.
6. Click Next.
7. Preview your details and click Submit.
8. You will get a worktag questionnaire. List your worktag and if using multiple worktags, list the percentage you wish you see applied to each funding source.
9. Click Next.

For stipend positions:

2. You will get a compensation task.
3. Click Next.
4. Ignore One Time Payment.
5. Double check your start and end dates.
6. Click Submit
7. You will now get a worktag and stipend questionnaire. List your worktag and if using multiple worktags, list the percentage you wish you see applied to each funding source.

Now the HR partner will review.

Then, the MAPS team goes in and completes their task that was prompted from your action above. Once MAPS reviews and approves, you will receive a task to generate an offer letter to send to your student candidate.

It is recommended that you extend a verbal, conditional offer at this point and prior to generating an offer letter. This way, if there are changes to the start date, or the rate of pay, you can start a new offer and get that approved, saving time.

Generate Offer Letter

1. Your Workday Task Inbox contains a task to generate the offer letter. Click on it.
2. Click Review.
3. It will bring up the auto-populated template. Double check the hourly rate, start date, end date, conditions of employment (if background check was required).
   1. If there is an error on the letter, that means there is an error in the offer details. You will need to restart the offer to correct the error.

 

2. Click Next.

Now, the offer acceptance task is with the student.

Sending Candidates for Processing and Hire

Once your student accepts the offer, one of two things will happen depending on whether or not your position requires a background check.

1. Background required: If a background check is required, it will go to the Talent Acquisition team to initiate and process the background check.
   1. Your student will receive a link via email from our third party vendor. This is not spam and they must take action immediately. Students will be required to list five years of address history. It is critical they take this step.
   2. The Talent Acquisition team will move the candidate forward to ‘Ready for Hire’ once the background check is completed.
2. No Background required: if no background check is required, you will need to move your student candidate to ‘Ready for Hire’, which sends the process to MAPS for new hire paperwork, onboarding, and the completion of the process.
   1. Once the offer is accepted, you’ll receive an offer task. You will also see Background Check and Make New Offer. Never select Background Check.
   2. Select “Ready for Hire. ”There must be at least FIVE days between the time you send a candidate to 'Ready for Hire' and the actual Start Date.

 

How to Check Candidate Status

You may need to check in on the status of your candidate throughout the process. This is critical once you’ve sent an offer letter in order to ensure that your candidate has accepted their offer with enough time between the acceptance and the start date. If your candidate has not accepted the offer with at least five days prior to start, then you will need to restart the offer approval process, change the date, and send a new offer which will also need to be accepted.

First way to check Candidate Status/including whether they’ve accepted the offer:

1. Navigate to the Candidate grid and the Awaiting Action section. If there is a number in this column, that means there are actions that aren’t completed.

2. Click on the blue number and you will get a pop-up.
3. In the pop-up, you will see the job application step needed and the person responsible for completing the required action.

 

4. Follow up as needed with that person to move them along in the process.

Second way to check Candidate Status/whether they’ve accepted the offer:

1. Click on the candidate’s profile.
2. On the far right of the screen, you will see a section that shows actions “In Progress”.
3. Click the blue number in the Awaiting Column.
4. In this example, the student is the one we are waiting on an action from, and they have not accepted their offer.

Third way to check Candidate Status/ whether they’ve accepted the offer:

1. You can also go to the Offer section on the Candidate profile
2. From this screen, you can review offer details, history and attachments
3. You may see a pdf of the offer letter, and whether the student has accepted the offer.

 

4. Once your student has signed the offer, you’ll see it in the Signed By column along with the date and time they accepted.

Issue a New Offer

If your student hasn’t accepted their offer on time or completed their background check on time, you’ll need to issue a new offer letter with a corrected start date. This is also the process you’d follow to make other changes as needed.

1. Go to the candidate’s profile.
2. Click Actions>Job Application
3. Under the Move Forward selection, click Make New Offer.

 

4. Then click, either Undo Move or Undo Move from Hire. The option will vary depending on where your candidate is in the process.
5. Ensure you have the correct job requisition selected.
6. Click OK.
7. You must give a reason. Select “Error” then “Moved Prematurely”.
8. Leave a comment describing the situation.
9. Click Submit.
10. From the candidate profile, click Actions>Job Application>Move Candidate
11. Click Move Forward and select Make New Offer.
12. Follow steps 5-9.

If no background is required, you’ll get a task to make offer decision.

How to Move Candidates Back in the Hiring Process

If you need to move a candidate back in the process for any reason, for example, if you've selected the wrong candidate to move to offer, you can move them back to a prior stage in the process.

1. Click on your candidate profile from your candidate grid
2. Click the white action button in the upper left corner of your screen
3. Click Job application
4. Click Undo Move

 

 

5. Select the correct job
6. Click OK