Recruiting

This table includes the relevant course(s). You can enroll in courses at any time on the On-Demand Courses page.

For Campus Units and Central Office:

• Create Job Requisition
• Edit Job Requisition
• Initiate Close Job Requisition
• Initiate and Manage Evergreen Job Requisition
• Initiate Federal Work Study Job Requisition (UMCP)
• Initiate Post or Unpost Job Requisition
• Initiate Update Posted Job Requisition
• Manage Job Requisition Freeze
• Working with Search Firms and Confidential Job Requisitions
• Working with Search Waivers and Confidential Job Requisitions (UMCP)
• Review of Search and Selection Plan (Equity Partner UMCP)

Central:

• Manage Search Committees
• Mass Actions on Job Requisitions

What is a job requisition in Workday?

A job requisition is a tool to formulate the details of a search to fill the position, post it to career sites, and manage candidates and the flow of a search. This includes faculty, staff, graduate assistantships, and graduate and undergraduate student positions.

Can I create a new position when I initiate a job requisition?

A position must exist to initiate a job requisition in a Positions Management (PM) staffing model. New positions cannot be created through the creation of a job requisition in the PM staffing model. 

Jobs can be created in a Job Management (JM) staffing model while you are creating the job requisition. All the details of the job must be entered in the job requisition process in the JM staffing model

Can one person serve in multiple roles in job requisition?

Yes, a person can have multiple roles in a job requisition. Workday is set up to ensure that a separation of duties exists for people serving in a variety of roles.

How will the best consideration date be used in Workday?

The Additional Job Description field on the job requisition is to be updated to add the required application materials, and the best consideration date, posting close date, and open until filled option, as applicable.

What are the questionnaires and are they required to be included on all job requisitions?

There are standard questions on the Primary External and Primary Internal Questionnaires and they must be selected when you are creating the job requisition. Optionally, you can also select supplemental questionnaires or request a supplemental questionnaire from the Central Recruiting Partner.

The Federal Work Study Questionnaire must be selected when you are creating a job requisition for a federal work study student position.

Is the Search Recruiter like the Search Chair or the Hiring Official? 

The Search Chair is responsible for leading a search committee, interviewing, and selecting a pool to forward to the Hiring Official, and dispositioning candidates. The Search Recruiter helps drive many of the Recruit to Hire subprocesses such as reviewing applications and reference check. The Search Recruiter’s responsibility exceeds that of the Search Chair role because they can be involved throughout the entire Recruit to Hire process.

Can I attach documents to a job requisition?

Yes, documents such as the search and selection plan, search waiver and the selected candidate’s resume or CV, and organizational charts, if requested, can be attached under Attachments when creating the job requisition. Subsequent reviewers and approvers can view the attachments when reviewing the job requisition.

I have to recruit and hire many staff in the same Job Profile. Do I have to create a job requisition for each one of them?

No, you can create an evergreen job requisition to hire multiple candidates in the same Job Profile and link the job requisition(s) to the evergreen.

When is a confidential job requisition used?

A confidential job requisition is created when working with a search firm or with a search waiver (UMCP). The position that you are working with must be reviewed and approved prior to creating the confidential job requisition. The confidential job requisition cannot be linked to the position so a new temporary position is created. Once the new hire is moved to Ready for Hire on the original position, the temporary position created on the confidential job requisition must be closed with Auto-Generated Confidential Position as the reason for closing the position.

Does the 'send back' button allow you to choose who it goes to, or does it go directly back to the Recruiter?

The Send Back button permits an approver to send the job requisition back to either the Search Recruiter or Manager. The approver must include a reason for returning it in the comment field of the job requisition.

What happens when the Equity Partner (UMCP) requests a change or correction?

The Equity Partner sends back the job requisition to either the Recruiter or Manager to make the requested changes and reroute for approvals. 

If I need to change the recruitment start and hire dates after the position has been posted, can we make that adjustment after the requisition has gone through or is it unnecessary to record those changes since they are just targets?

Recruiting start dates and hire dates are more of a guide when creating the requisition. There is no need to update this information if the dates pass and you’re still recruiting. However, if you would prefer to make this update, complete the Edit Job Requisition task.

If I initially request a certain number of positions and during the process we end up needing additional positions, can the job requisition be updated?

Complete the Edit Job Requisition task to update the job requisition under the Open Positions segment. You could also initiate an evergreen job requisition.  

If I make edits to the job description when I create the job requisition, are they saved in the Job Profile as well?

The Job Profile, which includes the Job Description, cannot be changed. The Job Description Summary must be updated when the position is created or updated to add the physical demands of the position and, optionally, preferences, licenses, and certifications can be listed. These fields cannot be edited once the position is reviewed and approved and not when creating the job requisition.

The Additional Job Description field on the job requisition is to be updated to add the required application materials, best consideration date, posting close date, and open until filled option, as applicable. 

When you are creating a position on a job requisition in a JM staffing model, you must add the physical demands and include the organizational summary statement, preferences, and licenses or certifications, as applicable.

Are internal postings for each individual campus or internal to all UMCP, USMO, UMES, and UMCES employees?

There is one internal career site for employees that is shared across the four institutions involved in the ERP Elevate project. Each partner institution manages their own external career site. UMES student jobs are posted on the UMES external career site while the other partner institutions share a Student Job Board.

Can current employees of the four partner institutions apply to a position from the external career sites?

No, when an applicant responds yes to the question if they are a current employee of any of the partner institutions on the questionnaire, they will be automatically dispositioned from the search and will need to apply to the position on the internal job board.

Does the Recruiter assign the search committee members to the search under the Assign Roles field when creating the job requisition?

For UMES, UMCES, and USMO, the Job Requisition Initiator (Recruiter or Manager) assigns the Search Recruiter and Search Committee members and their roles during the job requisition creation.

The Recruiters for UMCP only assign the Search Recruiter role when the job requisition is being created. Once the search committee has been approved by the Equity Partner, the Central Recruiting Partner assigns the search committee members and roles on the job requisition.

When there is a hiring freeze, do I need to close each job requisition individually?

No, the Central Recruiting Partners can complete a Mass Close Job Requisition task and close all open job requisitions at once. They can also complete mass actions for freezing and unfreezing job requisitions.

This table includes the relevant course(s). You can enroll in courses at any time on the On-Demand Courses page.

Employees:

• Apply on Internal Job Board

Search Recruiters, Managers, and Central Recruiting Partners:

• Recruit to Hire Overview
• Set Offer and Employment Agreement Status and Generate or Regenerate Offer Documents
• Initiate Job Offer
• Initiate Ready for Hire
• Initiate and Manage Reference Check
• Update External Candidate’s Contact Information
• Review, Disposition, Reactivate, and Screen Candidates
• Schedule Candidate Interviews
• Set Interview Decision 
• Upload Documents to an Active Job Requisition

Central HR Compliance Partners:

• Manage Background Check (UMCP)

Equity Partners (UMCP):

• Approve Job Requisition Changes
• Review Candidates and Search Minutes

Will an applicant have to create a Workday account to apply for a position?

Internal candidates, meaning current employees of the four partner institutions, are required to apply for positions at any of the four partner institutions using their Workday account. External candidates set up a candidate Workday profile to apply for positions, review their status in the search, and complete tasks such as adding references or personal information, when requested.

If an applicant's resume doesn't include certain required information, is the system going to prompt them to fill in missing data? 

With resume parsing, applicants should still review their application to ensure there is no missing information and the resume content has been added to the appropriate section. When an applicant chooses to manually apply for a position, then they will need to complete the required fields, including work experience.

In addition to uploading a CV or resume, can a candidate upload other documents like a cover letter?

Yes, applicants may upload additional documents. Additionally, Recruiters or Managers would need to specify in the job requisition the required application documents.

Can an applicant track where their application is in the process after they apply? 

Yes, applicants can see their application status on their Candidate Home page. Additionally, if the candidate has any pending tasks such as adding references and  government identification, then these tasks will also appear on the Candidate Home page.

Will general salary ranges be viewable by the applicants? 

The exempt salary ranges will not automatically default in the posting. Managers can decide if they would like to include this information in the posting. If so, the information needs to be added in the Additional Job Description field.

Is there a way to view a posting as an applicant sees it? 

The Recruiter or Manager can access the posting via the Job Requisition Overview workspace under the Job Postings section which is only available once the job has been posted.

Can you move applicants in bulk in the workflow?

Yes, applicants can be moved in bulk throughout the workflow.

If there was a search committee entered, would all the committee members be automatically added as interviewers?

No, although you can schedule the interview like an appointment where individuals, not committees, are entered. The search committee members can be added as interviewers but you have to select each person rather than the committee.

When I set up the interviews in Workday, does the candidate also receive an invitation in Workday?

No, although the candidate applied for the job in Workday, they will not receive a notification. You will need to contact them directly to determine the interview time and date and provide them with the details.

Is there a place to add notes about the review of the application materials or the candidate interviews?

Yes, comments can be added onto a candidate’s profile along with any related documents. Individuals involved in the Recruit to Hire process will have access to the comments and document section on a candidate profile.

Will the manager be able to request a reference check phone call?

Yes, Managers can conduct a reference check via a phone call. The Submit References button within the Reference Check subprocess is for the Manager to manually upload the reference details they receive from the candidate’s reference provider.

Whose signature is on the offer letter or employment agreement? 

The signature requirements are dependent upon the institution and type of hire.

For instance, a staff regular hire at UMCP will require the Dean, VP, or Delegated Signature Authority's signature on an offer letter, whereas a staff regular hire at UMCES will require the Hiring Manager's signature on an offer letter.

Once the candidate has been selected, can the Manager call and make the job offer?

Not yet. The Central Recruiting Partner needs to complete the State of Maryland Pre-Offer Check and approval of the offer details is required. Each partner institution has set up the workflows for reviews and approvals of the offer.

If I would like to offer a candidate above the default compensation amount, who do I contact? (UMCP only)

During the Offer stage, if the proposed compensation for an Exempt Staff Regular exceeds 20% of the default compensation amount, then the Central Compensation Partner is required to review and approve the offer. 

If the proposed compensation for a Nonexempt Staff Regular exceeds the UMD Delegated Authority, then the Central Compensation Partner is required to review and approve the offer. 

If a proposed Faculty compensation exceeds the Job Profile’s maximum salary amount, the Provost Office Partner receives an item in My Tasks to review and approve.

What do I do if the candidate accepts the verbal offer but wants to renegotiate when they receive the offer letter or employment agreement?

You will update their status on the job requisition to initiate a new offer for review and approval and then you can regenerate the conditional offer document and send it around for signatures again using Adobe Sign or a similar tool.

Do I have to create an offer letter or employment agreement every time I want to make an offer to a candidate?

No, there are templates in Workday that are generated with populated information from the position, job requisition, approved offer, and the candidate’s information. You can edit some information on the templates such as the department, work hours, and parking information. You cannot edit areas that show with a lock icon. Be sure to review each offer letter and employment agreement before generating the document for signatures.

What happens to the rest of the candidates on the requisition when a candidate is hired?  Are they automatically dispositioned?

Not at this time. The dispositioning of candidates will need to be done manually.

What is the last step in the Recruit to Hire process?

Once you set the candidate to Ready for Hire in Workday, they will move to the hire and onboarding process and they will start to complete tasks in Workday such as completing Section 1 of the Form I-9, updating their contact and other personal information, and selecting their retirement plan, if applicable.