Hiring Process for External Candidates at University College Pro-Staff

Please follow these steps and plan accordingly.

• 1. 1. The Primary Recruiter or Hiring Committee reviews the initial candidates after the application close date.

     2. The Manager or Hiring Committee screens the candidates.

     3. The Manager or Hiring Committee schedules the interviews.

     4. The Manager/Hiring Committee uploads an offline interview document if the interview is not initiated in the system.

     5. Once you have made your hiring decision, complete the reference check. If the references check out, proceed to the next step.

     6. A reference check is mandatory for the pro-staff position and must be documented.

     7. Email the Dean for approval to proceed with the hire, and to copy Diana and Tami on the email.

When emailing the Dean, please ensure that your message includes the following: 

1. Proposed salary offer 

2. A justification for the hire 

3. The candidate's resume and cover letter 

4. The funding source 

5. A proposed start date 

Please note that the hiring process for: 

• external new hires typically takes two to three weeks due to necessary background checks. 

• Internal transfers can be completed in 7 buiseness days week. 

After you confirm the Dean's approval to hire, you can make a verbal offer. 

• Keep in mind, External staff hire could take up to 2-3 weeks due to the background check

• See the dropdown below for when you can make a verbal offer to an Internal Candidate 

Next:

A.  Fill out the Request to Hire Staff Google form option 2  to request to hire. While filling out the form, you will need to upload the Dean's email of approval

B. The Manager or the Hiring Committees must disposition all the other candidates

Your tasks have been completed! - Thank you!!

Do not make any other changes in Workday

The University College HR team will complete all other steps: 

• UC Business Team will generate the offer letter

• Candidate signs the offer letter

• Initiates background checks and fingerprinting, as well as onboarding setup, etc.

• Finalize the cost allocation for the hire.

You may need to allow two to three weeks to complete a pro-staff hire

University College Pro-Staff Hiring Steps for Internal Candidate

Please follow these steps and plan accordingly.

• • • The Primary Recruiter or Hiring Committee reviews the initial candidates after the application close date.

    • The Manager or Hiring Committee screens the candidates.

    • The Manager or Hiring Committee schedules the interviews.

    • The Manager/Hiring Committee uploads an offline interview document if the interview is not initiated in the system.

    • Once you have made your hiring decision, complete the reference check. If the references check out, proceed to the next step.

    • A reference check is mandatory for the pro-staff position and must be documented.

    • Email the Dean for approval to proceed with the hire, and to copy Diana and Tami on the email.

Please email the Dean of University College and cc Diana and Tami to obtain the Dean's approval.

Your email to the Dean must include:

1. 1. 1. 1. 1. • Proposed Salary offered 

               • Justification for the hiring decision

               • Funding Source

               • Included the candidate's resume and cover Letter

               • With a proposed start date. Please plan for all new hires to take one week to complete the hire. 

Before the verbal offer for an Internal Candidate:

Hiring manager should have an open discussion with internal ASU candidates who are finalists for ASU job openings to inform them that their candidacy will be made known to their current ASU unit. A finalist is any candidate for whom a job offer is likely or imminent.

• Unit notification: Before extending an offer, hiring leaders must notify the dean, vice president, or designee, and HR leader of the candidate’s current unit. This notification must include the intended salary offer. (sample email to current employer at ASU) 

• Reference checks: The hiring unit leader must seek job-related reference information by reviewing the candidate’s official OHR personnel file and discussing performance with the current supervisor or a department representative. This discussion should include recent performance appraisals and any disciplinary actions.

• Transition planning: The hiring unit should collaborate with the candidate’s current unit to develop a transition plan that reasonably accommodates the operational needs of both units. 

• Compensation practices: Salary offers should not significantly increase an employee’s pay without corresponding changes in responsibilities or performance-based justification. Lateral moves within the same classification will not include a salary adjustment.

• Unit considerations: A unit cannot block the hire of a current employee solely because it would impact its operations. If a candidate receives an offer, the units must collaborate on a transition plan, or in rare cases, the university may decide not to proceed in the best interests of ASU.

• Once the Dean's approval and the development of the transition plan with the other unit are confirmed, you can go ahead with a verbal offer

Next:

A.  Fill out the Request to Hire Staff Google form option 2  to request to hire. While filling out the form, you will need to upload the Dean's email of approval

B. The Manager or the Hiring Committees must disposition all the other candidates

Your tasks have been completed! 

Do not make any other changes in Workday

The University HR team will complete all other steps: 

• University College HR Team will generate the offer letter

• Candidate signs the offer letter

• If the Internal Candidate has a background check and fingerprinting on file, no additional screening is required. If not, OHR will initiate background and fingerprinting checks. 

• Onboarding setup, etc.

• Finalize the cost allocation for the hire.

You may need to allow two to three weeks to complete a pro-staff hire.

Reference:  ASU's Internal hiring procedure

Workday Recruiting Workflow for staff

1. Application

Candidates apply to requisition a. External candidates create a Workday account, enter their application and upload their resume. b. Internal candidates, students and graduate students apply via their Workday account. 

2. Review and screen candidates

Review and screen candidates: Primary Recruiters can do the following: 

a. Bundle resumes to share with managers or interview committees. 

b. Disposition the candidate’s application. Candidates will receive an automated disposition email and be removed from the active pool. 

c. Optional: Continue to a phone screening before the interview. 

d. Continue to the interview. 

4. Interview a candidate: 

You can upload interview feedback even if the interview was not scheduled in Workday — see the Offline Interview Document Upload section of the Interview a candidate job aid. Zoom interviews can be scheduled via Workday, and Outlook invitations are sent automatically. 

a. Manager schedules interviews via phone, video or in person. 

b. Committee members complete Give Interview Feedback item in My Tasks. 

c. Primary Recruiter completes the Manage Interview Feedback item in My Tasks. 

Note: You can use the Send messages to candidates job aid to send autogenerated messages to candidates. 

Note: during this stage, you can mass disposition candidates, mass move candidates, and reactivate applications as needed. 

5. Reference Checks

After the interview, the candidate is asked to share references. 

b. Primary Recruiter selects Move Forward and the appropriate reference check type: 

i. Automatic Online Request – Predefined Questions, which is only for external candidates. 

ii. Recruiter Phone Call Request – Flexible Questions. 

c. Primary Recruiter completes the Manage References item in My Tasks for an email reference check. 

i. Primary Recruiter can Submit a Reference on Behalf of the Referee if needed.

d. Primary Recruiter completes Call References and Document Feedback item in My Tasks for a phone call reference check. 

Note: During this stage, you can mass disposition candidates, mass move candidates, and reactivate applications as needed. 

Note: Internal candidates will not get an onboarding task

See University College Pro-Staff Hiring Steps for Internal Candidate.