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 Handshake be integrated into Workday for student hires?

Workday will serve as the system of record for creating student positions and job postings, but in Fort Collins Handshake will continue to be a key platform where those postings can also be listed. While there is no direct integration between Workday and Handshake at this time, job postings can still be created in Handshake with a link directing applicants to Workday for applying. Handshake will also remain available for non-CSU job postings and other resources it provides to students. The details of how these processes will work are still being finalized.

Note: for Student Employment, Pueblo will not be using Handshake; Workday will be the system of record.

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.  Everyone has visibility into all org charts in the system.

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.

The details of what HR partners will be able to view regarding employees outside their departments is still being determined. We want to be sure that HR partners have access to the data they need to do their jobs efficiently in Workday.

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.

Basic details come directly from the applicant and flow in from recruiting. Other pieces that are specific to that person’s job will be entered by whomever initiates it, which could be a supervisor or an HR partner.

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.

The expectation is a one-day turnaround. Since other checkpoints are being removed, TA can respond quickly at the final stage.

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.

No, but letters can be submitted once the candidate enters the reference check stage.

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.