Managing Candidates: (2) Screening Candidates & Finalizing Interview Schedules

Screening Candidates

  1. Once you have selected candidates to screen, the hiring manager and the Primary Recruiter (if one was assigned on the job requisition) will receive an inbox task titled "Complete Questionnaire" for each candidate. This task will live in your inbox until you have screened the candidate and are ready to upload your notes.
  2. Once you have completed the phone screen, return to your inbox to upload a Word or PDF document of your notes (no other file formats are accepted).

Screenshot of inbox item for screening notes

3. Once you have uploaded your screening notes and submitted that task, another inbox item will appear prompting you to either move the candidate forward to "Interview" or "Decline" them:

Screenshot of inbox item to move candidates to Interview stage

Screening Notes

  • Remember that interview and screening notes are legal documents, and anything uploaded to a candidate's profile is discoverable.
  • Review your notes for accuracy, spelling, and grammar.
  • HR can assist you in reviewing your screening/interview notes before they are uploaded. We are also willing to discuss best practices for reviewing, questions, and interview practices. See "Related Articles" for more information or reach out to us directly.

Interview Stage - Setting Up the Interview Team

  1. Once you have decided to interview a candidate, you can move them forward to the interview stage.
  2. You should discuss the interview schedule and details directly with them and anyone else who will be part of the interview process prior to completing any more tasks in Workday. No schedule will be required in Workday, so you must communicate this to the candidate directly.
  3. In Workday, you will receive a task to designate the full interview team. The hiring manager will be automatically added. For adjunct faculty, please change the hiring manager to reflect the main interviewer. 
  • To make a change on the hiring manager, use the "X" button to remove them and add a new person. For the remaining team members, use the plus sign "+" to add subsequent interview team members. You will need to re-add any search committee members for the first interview.
  • For adjunct positions, make sure to remove the HR staff name.
  • Everyone on this list will receive the opportunity to rate the candidate after the interview, and they will automatically be added to all future interviews for this position (with the ability to remove them as appropriate, but the system will assume the same team is interviewing all candidates for the position).
  • Below is an example of the scheduling screen for an adjunct position:

Find more information on related topics in the "Related Articles" list. If you have any questions, please log a ticket here or reach out to humanresources@sju.edu.

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