The HR Request forms provide all necessary details of the recruitment lifecycle to University College HR to make the recruitment process seamless. Additionally, these forms will allow for HR reporting and tracking.
The process is to submit your request to post a job
You will always need to obtain the Dean’s approval before requesting to post a Staff or Faculty position.
Faculty Associate and Academic Professional positions also require the Dean’s approval before posting.
Specify the number of faculty associates you intend to hire for the job requisition.
Provide a well-justified explanation of the position’s purpose and the impact on operations if the role remains unfilled. Keep this brief.
If you are recruiting to backfill a vacated position where the position title and salary will remain the same, please proceed to submit your request to post the job requisition.
If you request a reorganization of your org chart by changing any position title or adding a new position, please contact Tami Lopez with your detailed proposal and obtain the Dean's approval before submitting your request for the Job Requisition.
Important
Please ensure the job description has been reviewed and is ready for posting. Review or use the Job Description Template.
Please allow 3-5 business days for your Pro-Staff job requisition to be posted from the date of submission.
CLICK HERE: Request to OPEN Staff/Faculty Job Requisition
Search Committee is ready to initiate the hire of a new staff member
Please complete the Google form to begin the hiring process for a new professional staff member or a full-time faculty member.
Before submitting your hiring request, please ensure you have completed the reference check and have received the Dean's email approval (including the proposed salary). See either external or internal for details.
After submitting your request to hire, during this stage, you must disposition all other candidates on the requisition.
Candidates can be reviewed only as soon as the requisition is posted; there's no waiting. Wait until the job requisition is no longer posted (closed) on the website before beginning to interview candidates.
To complete a staff hire could take up to 2-3 weeks
CLICK HERE: Request to HIRE Professional Staff/Faculty.
Pro-Staff Onboarding Website (UC HR team will email the Welcome Pro-Staff Onboarding Website to the candidate after the offer letter is signed)
Faculty Onboarding Website - Coming Soon
Hiring Process for External Candidates at University College Pro-Staff
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.
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
Workday Recruiting Workflow for staff
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.
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.
After the interview, the candidate is asked to share references.
b.
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.
See University College Pro-Staff Hiring Steps for Internal candidate
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:
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
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.
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.
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.
Workday instruction guides on how to complete the interview, references, and disposition of candidates
HCM Work Instructions view and download over 90 job aids and quick reference guides on requesting time off, onboarding new employees, updating your benefits, and more.
Look up these job aids via HCM Work Instructions
If the candidate has questions about submitting their references in Workday, see page 5 - Instructions
Ready to initiate the closing of the Job Posting for Staff or Faculty
Please submit this form to request a CLOSE Staff/ Faculty Job Posting
Ensure you have reviewed all applications
Disposition before you submit this form.
CLICK HERE: CLOSE Staff/Faculty Job Posting.
This is the request for Voluntary (Resignation) and Involuntary Termination for staff and faculty
Please submit this form to request that the staff or faculty position be terminated.
Please ensure the employee has entered all leave and worked hours in Workday, and that the supervisor has approved them up to the last day of work before submitting the request form.
After the UC HR team processes the employee's termination, the direct manager may need to approve it in Workday to finalize the job's end.
CLICK HERE: Request to End Job Staff/Faculty.
Offboarding Resources
University College Offboarding Employee and Supervisor Responsibilities
You can copy this termination checklist to adapt it to your needs and ensure that all access has been revoked and that ASU Properties have been returned.
Use this form to request an employee change, such as a promotion, pay rate, or FTE change.
Please ensure you have the Dean's approval and job description for promotions and pay rate changes for staff and faculty positions.
Do not communicate requested changes to employees until the request has been fully approved and you have received a letter confirming the change.
CLICK HERE: Request for Promotion/Pay Rate Change/ FTE Change, etc.
Here is a list of the steps involved when using Local funding for additional pay:
CLICK HERE: Additional Pay using LOCAL Fund.
2. Here are the links for the external work approval forms - ONLY for the additional pay using local funds
Please attach the completed External work approval form with the link. Please make sure you have the following information when you complete the External Work Approval forms:
Get Dean’s approval
Employee’s name
Project Period
Use bullets to add responsibilities
Total amount
You can include the payment terms as “ It will be a one-time payment” or “Payment will be made each pay period.”
Signatures- Employee and Supervisor
To clarify, an external work approval form is needed if you are paying staff and faculty outside your unit.
For example, if PI Academy assigns tasks to SxD faculty with pay, we need the form to get approval from SxD Director.
Do not communicate requested changes to employees until the request has been fully approved and you have received a letter confirming the change.
Here is a list of the steps involved when using Grant funding for additional pay:
CLICK HERE: Additional Pay using GRANT Fund
Get Dean’s approval (this is necessary to get the Provost’s approval) NEW FOR FY26!
Submit information for additional pay via the online form(Requestor)
Need sponsor approval email or Grant Proposal with the section highlighted stipulating that grant funds(Requestor)
Fill out the Form 310(Business Team)
Send the Form 310 out for signatures via Adobe Sign(Business Team), notify those below
Principle Investor
Employee’s Home Chair
Employee’s Home Dean
Send Form 310 to ORSPA for approval(Business Team)
Employee does the work for additional pay
Notification sent to the business team authorizing additional pay to the employee(s)(Requestor)
Send a notification letter to the employee(Business Team)
PTR created(Business Team), notify those below
Grant Manager
Dean/VP
ORSP
Notification to Requestor that additional pay has been fully approved(Business Team)
Employee receives pay
Steps 2 – 5 usually take about four or five days, depending on how quickly the signatures come through and ORSPA approves.
Steps 8 – 10 usually take three to four days
Do not communicate requested changes to employees until the request has been fully approved and you have received a letter confirming the change.