Most of the questions the HR department gets from staff are about hiring. Workday has streamlined the hiring process, but if you don’t hire frequently, it can be easy to forget what steps to take. This page aims to solve that problem for you!
Hiring for Staff Checklist
Checklist PDF
Before Creating a Job Requisition:
☐ Review job description to ensure it accurately reflects the role.
☐ Minor change requests can be made using red text for the Compensation team to review.
☐ Major change requests (i.e. Required and preferred skills, duties, qualifications, etc.) require an HR Mojo ticket with a Google Doc link to the original job profile and updates in “Suggested Mode.”
(Subject to approval by supervisory chain through Vice Chancellor of the division, and Vice Chancellor of Human Resources.)
☐ Verify funding source and add details to the Justification section of the requisition.
☐ Organize hiring committee by identifying members and their responsibilities.
Obtain approval from the supervisor of all hiring committee members prior to inviting them.
Tailor committee involvement based on the level of the role (e.g., assistant vs. manager).
☐ Understand posting duration for compliance based on employee type.
☐ Pre-schedule interview times on the selected committee members’ calendars using Workday and Google Calendar, so that interview slots are ready, allowing top candidates to easily select their preferred time.
Creating a Job Requisition:
☐ If filling more than one vacancy:
☐ For new positions, enter the required number of vacancies in the requisition.
☐ For existing positions, create one requisition per vacancy and select “Posting Not Required” for additional requisitions. Notify hrsupport@austincc.edu to move top candidates into unposted requisitions.
☐ Make a note of the requisition number for reference and tracking.
Screening Candidates:
☐ Begin reviewing applications as they are received.
☐ Develop an efficient pre-screening method to ensure alignment with job requirements.
Disposition candidates who do not meet minimum criteria of education and/or experience as “Other Candidate(s) Better Qualified.” Optional Candidate Rating Feature
Interviewing Candidates:
☐ Consider interviewing candidates before the posting closes, ensuring pre-scheduled times.
☐ Prepare for interviews using values-based and behavioral interview questions.
☐ Submit interview feedback promptly.
Complete and submit your feedback within 2-3 days in Workday to ensure it’s timely and accurate; the task will appear in your Workday inbox.
Each Interview Committee member should fill out their Interview Evaluation form in Workday as soon as possible.
Once all feedback is received, the hiring manager submits the “Manage Interview Feedback” task to complete the process.
☐ Rank candidates and identify your top choice along with 2-3 alternatives.
☐ Move the top candidate to the References Stage as soon as identified.
Candidate Communication:
☐ Maintain clear communication with top candidates.
☐ Be familiar with benefits (e.g., tuition assistance, free dependent tuition, parental leave, vacation) to share with candidates and know where to send them for further information.
☐ Be familiar with the orientation schedule and understand that internal employee transitions must start on a new pay cycle (usually the 16th of the month).
☐ Ensure the candidate submits references via Workday and initiates a background check via email if required.
☐ A contingent offer of employment will be made pending reference and background check approvals.
Closure of Requisition (for inactive or failed searches):
☐ Close requisitions within 90 days; create a new requisition after this time if needed.
☐ Do not re-post positions; create a new requisition if the posting failed to generate a sufficient pool of qualified candidates.
☐ Develop strategies to create a talent pipeline for future vacancies and succession planning.
Pro Tips:
- Notify supervisors (up to VC/EVC) of the req number to ensure approvals within 2 business days.
- For pre-screening, make sure the candidate has the required experience and education outlined in the job description.
- You may also utilize the ratings system and filter by certain requirements.
- If you can’t find a vacant position to create a req, check if you have more than one supervisory org.
Develop an efficient pre-screening method to ensure alignment with job requirements.
FAQs
If you don’t see the answer to your question, submit an HR Mojo ticket (preferred method) or email us at hrsupport@austincc.edu. We’ll answer your question, and we’ll add it to this FAQ to help the next person!
Q: How do I create a Job Requistion?
You should start this process as soon as you receive a resignation notice, plan to terminate an employee, or get approval for a new position.
Getting Started:
Go to the Workday search bar and select the “Create Job Requisition” task.
Choose whether to copy details from an Existing Requisition
- Search for the Job Requisition Number
- Before submitting the final Job Requisition, review the content to make sure it is correct and make any edits. All information is copied exactly as it appeared in the original requisition
Choose whether to create a new position or use an existing one.
- If creating a new position,
- If using an existing position: Select the position from the drop-down list of available positions in your supervisory organization.
- Multiple Existing Positions:
What if I need to create multiple positions?
- Create another requisition
- Select “Posting Not Required”
- In the Justification section, include the primary requisition number that you will be recruiting from, notes about your plan to fill additional positions, and specify the funding source for upcoming vacancies.
- Inform the Primary Recruiter that you plan to hire multiple candidates off one requisition.
Q: How do I find a list of Job Profiles?
A: If you are looking for a specific position, such as a list of Assistants, type “Job: Assistant” into the Workday search bar. To find job profiles listed by job family, category, or management level, select the “Find Job Profile” report in Workday. The left-hand menu allows you to choose the relevant categories. You can then select individual job descriptions to view them. Select the Compensation tab to view the pay grade associated with each position.
Q: How do I fill a Temporary/Hourly position?
A: You can create a requisition for a new or existing position. Be sure to select the job profile of a Temporary/Hourly position. These job profiles typically end with “Temporary” or “Hourly” and you can find the list of titles and pay rates here.
If you plan to add an hourly position to an employee who already reports to you, select “Posting Not Required” in the requisition. Once it is approved, use the “Add Job” task to assign the role to the employee.
If you intend to add the job to end another job for the employee and they only have one position, be sure to add the new job at least one day before ending their current role; otherwise, you will choose “Competitive Fill.”
Q: How do I create a search committee and assign roles to my requisition?
A: Go to your requisition and, using the “related actions” button, select Roles then Assign Roles. Assign roles in any order, including Search Committee Chair, Members, and Recruiting Coordinator, to specific participants. You can add multiple employees to each role per line, however, an employee should be assigned only to one role.
Q: What are the different roles in a Search committee?
A: There are four distinct assignable roles in a Search Committee. Each person assigned should hold only one role in the Search Committee. If an employee holds two roles in a search committee the role with more restrictions will determine their access.
The hiring manager is ultimately responsible for ensuring the appropriate SMEs and stakeholders are involved in the process and their feedback is heard and considered in the decision; however, the hiring manager is the ultimate decision-maker on the hire.
- Search Committee Chair: Acts as the representative for the Search Committee, responsible for directing the search process and coordinating the efforts of the committee members. Duties include moving candidates through the various stages of the process, contacting potential candidates, reviewing reference checks, and working with Human Resources on actions such as requesting background checks for the identified finalist.
- Recruiting Coordinator: Assists the hiring manager by advancing candidates through the Job Application process, with the exception of the Background Check stage. This role is typically designed for Administrative Assistants or direct reports. Assigning a Recruiting Coordinator is optional.
- Search Committee Member: Evaluates and assesses candidates for a specific job opening. Responsibilities include participating in the interview process, reviewing resumes, conducting candidate assessments, and providing input on hiring decisions. Committee members are often SMEs and/or stakeholders related to the position being hired for.
- Primary Recruiter: This is a predetermined HR Representative assigned by the Compensation team and whose role should not be changed.
Q: Can the Recruiting Coordinator role be assigned to an Administrative Assistant (AA) supporting a hiring committee for someone not their manager but in the same department and level?
A: Yes, the Recruiting Coordinator role can be assigned to any position within the college, but it should not be assigned to HR members or hiring managers.
Selecting Top Candidates (Candidate questionnaires, references, background checks
Q: How do we review interview questionnaires submitted by candidates?
A: Responses are in the Questionnaire section of the employment application. Interview Feedback/Evaluations are sent to committee members via Workday inbox.
Q: Can we upload our own rubric, and in what formats? Can committee members enter feedback directly in Workday?
A: Yes, rubrics can be uploaded in any format. Search Committee Members must also complete the Interview Feedback/Evaluations in Workday or they upload the evaluations manually under “other documents” in the ATTACHMENT section of the candidate’s WD profile.
Q: Can we expand advertising beyond Indeed if we are not getting a strong applicant pool?
A: Yes, contact your Primary Recruiter to request specialty advertising. This is subject to available funding. Your Primary Recruiter will be listed at the top of the Job Requisition. They can be contacted via email or by submitting an HR Support Mojo Ticket.
Q: How do we collect candidate references?
A: When an external candidate is moved to the reference check stage, Workday automatically sends a link to update the references. For internal candidates, however, there is no link sent. The hiring manager must reach out to the candidate and their references to complete the same manually. There is a reference check form that can be used for references outside of WD.
Q: What kind of References should a candidate provide?
A: Any position Specialist and above needs two references from past supervisors. Any position below Specialist needs two professional references and one must be from a prior supervisor.
Q: Why is my candidate’s background check taking so long?
A background check can take longer if the candidate has lived in multiple states or countries, if there are discrepancies to investigate, or if large courthouses like those in major cities have backlogs in processing requests.
Q: How do we document that a candidate has passed the Health Science Background/Drug Screen?
A: HR moves only candidates who pass background checks. The Executive Dean of Health Sciences is contacted for questionable reports.
Q: Do candidates have to complete Drug Screens?
A: All Health science positions require drug screens. Other positions do not.
Q: How is salary determined and who is notified?
A: HR determines the salary based on related work experience. Ten years of relevant experience is required for external candidates to receive the midpoint of the pay range. The candidate and the hiring manager are notified.
Q: Is salary negotiation possible at the offer stage?
A: Typically, no. Offers are based on structured hiring grids and negotiation is rare.
Q: How long should we tell potential candidates the hiring process will take?
- Staff Positions: Approximately 6-10 weeks
- Faculty Positions: Advertised 4-6 months before the close of positions
- Temporary Positions: Approximately 8-10 days
Q: Why does it sometimes take so long after potential hires are submitted to HR?
A: The recruitment process often slows due to delays in candidate responses to background checks and job offers.
Q: When do new employees activate their ACCe-ID?
A: Staff and Faculty can activate their ACCe-ID upon receiving their Activation Instruction email from HR. Provided the candidate has accepted the offer in their Workday Candidate Profile at least 3 business days before their hire date, they will receive their email before their first day of hire.
Q: Who assists an employee unable to log into Workday?
A: For first-time login issues, contact HR. For lost access, contact ACC Tech Support.
Q: Who processes I-9s?
A: HR processes all new employee I-9s.