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Overview
Only hiring managers and Primary Recruiters (who are assigned on the job requisition) will be able to manage and move candidates forward in the application and interviewing process.
Both of these roles will be able to view the Recruiting Dashboard to quickly see all information about the positions that are posted and the candidates for each position.
Find more information on the "Related Articles" list. If you have any questions or issues, please log a ticket here or reach out to humanresources@sju.edu.
Recruiting Dashboard
Click on the app menu and click on "Recruiting Dashboard". On the dashboard, you'll see the following sections with information (screenshot of the dashboard below). Clicking on a job title anywhere on the dashboard will take you directly to the job requisition page (reviewed in the next section).
Please note that department and division heads will see ALL positions in their cascading teams. This allows leaders to be aware of and monitor the recruiting process for all positions in their management chain.
- Source Effectiveness
- This section will show you in an easy graph where most of your candidates are finding your positions. Especially for managers who utilize personal channels and other job sites, this can provide valuable information about those efforts.
- My Recruiting Jobs
- This worklet provides you a list of all of your active, open positions
- You can quickly see how many active candidates are still pending in each open job requisition as well as how many candidates are still in the "Review Stage" (more information on this stage in the next section)
- Actions & Reports
- Here you will find quick links to create a job requisition, view in-progress job requisitions (and where they are in the approval process), and a report to help managers view open and frozen positions (this report is not available to Primary Recruiters)
- Candidate Pipeline
- This worklet provides a quick glance of all your open job requisitions and how many candidates are in each stage of the process
- Job Requisitions
- This worklet shows you open positions and the "Recruiting Start Date" - the date the job requisition was initially created/submitted for approval.
- Candidate Time Per Stage
- This graph shows you at a glance how much time candidates are spending at each stage, on average. This allows managers and leaders to monitor how long their recruiting processes are taking and how long candidates are typically waiting to hear back about a position.
Recruiting Process Overview & Reviewing Candidates
From the Recruiting Dashboard, click on the job title in any worklet to be taken to the Job Requisition page.
The blue funnel shows you the overall recruiting process as well as how many candidates you have in each stage. If you have candidates ready to review, you will see a blue button at the top of the page to take you to review your candidates.
Process Overview
- Review
- This stage is where all candidates are started as soon as they apply. You will need to review and disposition each candidate.
- Screen
- This stage is for phone screens or other early screening conversations.
- You will be required to upload screening notes for any candidates in this stage; more information on that in the next section.
- Interview
- This stage is for confirming an interview schedule and gathering feedback from other interviewers.
- You should continue to communicate with candidates outside of Workday to schedule interviews and only utilize this stage for confirming the previously-discussed times/dates.
- Reference Check
- This stage is only for faculty candidates to request reference letters
- All other phone references for staff positions do not need to be catalogued in Workday
- Offer
- This stage houses both the Offer Request process (previously the Candidate Selection Form) as well as the formal offer letter to the candidate and their acceptance.
- This stage is completed when the candidate has accepted the offer letter in Workday and provided the other required information to begin the onboarding process (also requested through their Workday candidate account)
- Background Check
- HR use only - at this stage, candidates have accepted the offer and must apply for their background checks. HR will send them information directly on this process.
- Ready for Hire
- HR use only - at this stage, the candidate has completed all other phases of the recruiting process and the HR team is working on moving them from "candidate" status to a full employee profile
- Reminder: new employees will not receive SJU login credentials until 45 days prior to their start date/hire date, so if you hire a candidate far in advance (such as faculty or adjunct faculty), there may be a delay between "Ready for Hire" and receiving their full SJU login credentials and account information.
Reviewing Candidates
Once you click the blue button to review candidates, you'll be taken to the full Candidates tab. Here, you'll have a list of all candidates who have applied. The best practice is to review candidates in the order in which they applied (the name at top will be the most recent applicant). You can review the candidate experience, questionnaire results, resume, etc. for all candidates by looking through the tabs on this page:
Click on the name of the candidate (not the check box) you want to review in depth. This will take you to the candidate's full profile. On each profile home page, you will see:
- Candidate contact information
- Job application details (which job they applied to and which stage they are in)
- Active job applications
- Education
- Work History
- Languages & Websites (if entered)
- Recruiting History
- Personal reminders
- Resume/Cover Letter (any attachments the candidate uploaded with their application - candidates can upload up to 5 attachments)
As you are reviewing candidates, you will see a button on each candidate profile to "Move Forward" or "Decline". In the "Move Forward" option, you can move a candidate to Screen or Interview - please note that candidates cannot be moved backward in the process, so only skip screening candidates if you are ready to bring them in for a full interview.
Declining Candidates
"Decline" is available on each candidate throughout the recruiting process, with relevant decline reasons at each stage. You may only choose one reason - please choose the best/most appropriate reason you are declining the candidate.
Important notes about declining candidates:
- Workday will automatically send the candidate an email letting them know they have been declined, so it is best practice to wait 24 hours after screening/interviewing a candidate before declining them.
- You cannot reactivate a candidate once they have been declined, so make sure to only decline candidates once you are certain of their status.