Recruiting

Workday recruiting provides a seamless, consistent, and positive experience from candidate through employee onboarding. Workday Recruiting will manage the application and hiring processes. Recruiting will be used to initiate a job requisition to fill an open position, manage eligibility lists, and collect applications from job candidates.

Will Workday allow us to see if a potential hire has a current active assignment at CSU or if they ever worked at CSU?

The applicant’s name will be suffixed with (Prior Worker). TA roles will be granted specific security to the worker objects to see any actual previous employment information. The job application/candidate record will not surface any Workday data, only data provided on the job application, just like internal candidates.

Everyone has visibility into the Org Charts.  All employees and their roles are displayed on the departmental org charts once hired.  

Student data from the Banner student system will include whether they are an undergraduate or graduate, and information will be shown on their record before they are hired.

Managers can initiate student job postings and student hiring, which go to the HR Partner (Fort Collins) or Student HR Partner (Pueblo) for that supervisory organization to review and approve. Managers will have more ability to be hands-on, which is paired with a review by the HR partner. The HR partner can initiate those actions instead, in which case it’s approved by the manager of the supervisory organization.

Recruiting coordinators are the primary users for generating offer letters. In some cases, managers can generate letters for student and hourly roles.

Yes. TA only reviews at the point just before an offer letter is finalized and sent to the candidate.

Nine-month faculty won’t need a separate appointment for summer session work. Instead, they’ll remain in the same job role and receive what’s called “period activity pay.” This simply means that for the summer period—typically 2½ to 3 months—the same faculty member will be compensated for the additional work without requiring a new appointment.

The Net ID is still generated at the midpoint of the hiring process and must be created outside of the Workday system, as it’s required to access Workday. Once a new hire reaches the pre-hire stage, their information is sent to the Net ID system. After their Net ID is created, they can log into Workday to complete their onboarding tasks.

No. Workday requires reference information to be collected only when a candidate moves into the reference check stage. The Workday system cannot be configured to request or require reference contact information at the time of application.  This aligns with CSU’s best practice.

Ad hoc messages in Workday include a “Reply To” field that can be configured so responses are directed to the appropriate inbox, such as Outlook. However, system-generated and business process notifications do not have this functionality, so replies to those messages will not route back.

Yes. The system allows reference checks to be initiated any time after screening, including before interviews.

Offer letters will be standardized, but some customization is allowed. Users can edit portions of the letter as needed.

Historical offer letters will not be converted into Workday. However, any offers generated in Workday will be stored under the worker’s documents.

Workday does not automatically suggest candidates. Recruiters and Recruiting Coordinators can query applicant pipelines using keywords such as skills or titles. The search returns prior applicants and, where permissions allow, current employees who match those terms. From the results, selected individuals can be invited to apply to a specific requisition. Visibility of candidates depends on security and role access.

No centralized approval is required. The recruiting coordinator or primary recruiter manages this stage.

We have it configured to show candidates as ‘under review’ as long as they are an ‘active’ candidate regardless of their actual candidate stage.

Freeze Job Requisition temporarily pauses recruiting activity without ending the requisition

When to Use:
– Hiring is on hold due to budget or approvals

– Department needs time before continuing recruitment

– Reorganizations or pending decisions that should be completed before staffing the
position


What Happens:

– Requisition remains open

– Candidates may still apply (if still posted)

– Candidates can continue to move through most stages; however, they cannot be
advanced to the Offer stage while the requisition is frozen.

Key Takeaway: Freezing is a temporary hold. The process can continue, but hiring cannot
be finalized

Close Job Requisition permanently ends the requisition. Requisition cannot be reopened after this step.

When to Use:

– Recruitment is canceled

– Position is no longer needed


What Happens:

– Requisition is closed and no longer active

– No further candidate movement is allowed

– Requisition cannot be reopened

System Behavior: You do NOT need to close a job requisition when a candidate is selected
or hired. Workday will automatically update the requisition status once the staffing process
is completed


Key Takeaway: Closing is a final action used only when the search is truly canceled or no
longer needed.

Unpost Job Requisition is removing the job from job boards without ending the requisition. Workday will automatically do this when a candidate is moved to Ready for Hire.

When to Use:

– You want to stop new applications

– Posting was made in error

– Posting needs to be edited/modified (requires repost to push out changes)


What Happens:

– Job is no longer visible to applicants

– No new applications can be submitted

– Existing candidates remain active and can move through the process


System Behavior: Workday will automatically unpost the job requisition when a candidate
is moved to Ready for Hire, if it has not already been unposted.


Key Takeaway: Unposting stops new applicants but keeps the search active. 

Quick Comparison between Freeze, Close, and Unpost Job Requisitions

Onboarding, Background Checks, & I-9s

When is a background check required for a returning employee?

Background checks are only required if a returning employee has had a break in service of one year or more.

There is no standard processing timeline for background checks, as turnaround times are influenced by request volume. During peak periods, typically from mid-June through October, results may take up to two weeks. During lower-volume periods, results are often completed within a few business days. Individuals should allow additional time during peak hiring seasons and plan accordingly.

 

Form I‑9, Employment Eligibility Verification, is a federal form required by the U.S. government to verify that individuals hired to work in the United States are authorized to work and that their identity has been verified.

All paid employees hired to work in  the U.S. must complete an I-9. It is not required for independent contractors or unpaid volunteers.

The employee section must be completed no later than the first day of work for pay.  

The employers section must be completed within three business days of the employee’s first day of work.

Yes, but remote verification should only be completed for remote hires who cannot complete the I-9 in person. 

  1. Copies of documents provided by the employee
  2. A live video interaction
  3. Retention of document copies
  4. Marking “Alternative Procedure” in Section 2
  5. HR Partner uploading documents provided by employee

Reverifications are completed in Workday using the Complete Form I-9 Section 3 task. To complete a reverification, the employee must have an employment-authorized I-9 on file in Workday. If your employee is a foreign national who was active prior to 1/5/26 and does not have an I-9 in Workday, please contact HR Operations by submitting a Help Ticket in Workday to request that their I-9 be uploaded so you can proceed with the reverification.

Yes. The CSU US Employees with Form I-9 Expiring Documents report provides details on employees with expiring I-9 documents. Note: Employees must have an employment-authorized I-9 on file in Workday to appear on this report.

Employees rehired within three years of their termination are only required to complete Supplement B (Complete Form I-9, Section 3). However, if the rehire has not been hired through Workday before, then a new Form I-9 is required.