Recruiting Process

Requisition details in Workday including questions to ask and requests for any specific technology necessities such as a computer, phone, etc.

To start a job requisition in Workday:

1. Log in to Workday and click Menu in the upper left hand corner of your screen.

2. Under Menu, click Requisition Dashboard.

   • If you do not see Requisition Dashboard, you may not have managerial rights to create a requisition. Please contact Talent Acquisition.

3. In the Requisition Dashboard, look at the Action section and click More > Start Job Requisition.

Alternatively, you can reach out to Talent Acquisition to help you create a job requisition.

Upon the requisition being assigned to the Talent Recruiter, the Talent Recruiter will schedule an Intake Meeting within 48 hours. The Hiring Manager, Talent Acquisition Recruiter and Business Partner will discuss recruitment goals and job details including requirements, responsibilities, team culture, schedule, compensation, and the hiring timeline. After this meeting, the position is posted and open to accepting applicants. 

Applicants seeking employment utilize a variety of methods to apply, depending on if they are internal, external, or a student. All job requisitions must be posted for at least 10 business days per the Texas Human Resources Management Statutes Inventory. 

The screening process involves multiple stages from the recruiter and manager to ensure candidates meet the necessary qualifications before proceeding to interviews.

• Primary Recruiter Screen: The recruiter reviews the candidate's application for further evaluation.

• Manager Screen: Review only candidates in this status. Move candidates to "Manager Interested" or "Manager Not Interested" for consideration.

• Manager Interested: The Talent Acquisition Recruiter will conduct a phone screen to assess the candidate’s suitability for the role and discuss salary expectations. Note: Veteran’s Preferred and Former Foster Child status will be reviewed by Talent Acquisition and identified in the screening process.

Suitable candidates move to interviews, which are set up in Workday by the Talent Acquisition recruiter. Hiring Managers and interview panel members receive a link to candidates' profiles and interview guides in the Google Calendar invite. Do's and Don'ts on interviewing and the Employee Handbook are sent to the Hiring Manager once the interview is scheduled in Workday.

For Faculty Hires: During the interview, the Director of Alignment/Hiring Manager should request copies of transcripts, relevant licenses, or certifications required by the hiring department from successful candidates.

This status is optional in Workday with the exception of Executive hires and above. References are completed and documented outside of Workday using the reference guide in the recruiting toolbox. When clearance is obtained, a verbal offer may be extended.

For internals, check with the Human Resources Business Partner on the candidate's performance.

The hiring committee deliberates and selects the most suitable candidate. Following this selection process, the Talent Acquisition Recruiter meets with the Hiring Manager to debrief interview feedback and assess candidate suitability.

• Staff: The Hiring Manager provides Talent Acquisition with the selection and the offer amount. Talent Acquisition submits for compensation approval.

• Faculty: The hiring committee must provide interview feedback by completing the feedback task in Workday.

  • • Select 'Recommend' from the dropdown menu and click 'Submit'. After completion, the candidate will proceed to the next step for credentialing.

Upon a successful candidate being selected the offer process will begin. 

The offer stage involves finalizing the compensation package and obtaining necessary approvals before extending a formal offer to the selected candidate.

• Hiring Manager: The Talent Acquisition Recruiter meets with the Hiring Manager to discuss the offer amount. If the offer is at or above midpoint, the Hiring Manager provides TA with salary justification for offer request approval.

• Compensation Department: Approval of the offer through Workday is required.

• Faculty Only: The Hiring Manager must obtain approval from the Provost's office. The Talent Acquisition Recruiter will then seek approval from the Compensation department before the extending an offer.

  • • Credentialing (1-2 weeks) The Faculty Credentialing Personnel ensures that TSTC hires the best and most highly qualified individuals. The Director of Alignment gathers candidate requirements and submits a credentialing packet to the designated personnel to ensure faculty qualifications align with TSTC policy and accreditation standards. Hiring faculty requires meeting various requirements, all subject to verification and approval before finalizing the hire. For more information, visit the Faculty Credentialing Office.

The Talent Acquisition Recruiter will then extend the offer to the candidate, and upon acceptance, the candidate will advance to the background step.

This stage ensures that the candidate meets all background, chemical screening, and faculty credentialing requirements before proceeding to the final hiring steps. No action is required by the Hiring Manager.

The Talent Acquisition Recruiter will begin the credential process to confirm experience and education when applicable. 

• For Faculty Hires: The Talent Acquisition Recruiter will send background check and faculty credentialing emails/forms to the candidate, ensuring required documentation is uploaded in Workday.

Once background requirements are met, the candidate moves to 'Ready for Hire' status, and stakeholders/Hiring Managers are notified of the successful hire.

The HR Shared Services team ensures necessary preparations and administrative tasks have been completed to finalize the hiring decision, including required documentation, approvals, and preparations for the new employee's onboarding are in place. This stage signifies that the new employee is fully processed and ready to commence their employment with the organization, pending any final confirmations or logistical arrangements.

1. Revise Employee Hire

   • Input Service Dates: Ensure all relevant service dates are accurately recorded.

2. Assign Organization

   • Confirm Cost Center and Location: Verify the correct cost center and location are assigned.

3. Propose Compensation

   • Confirm Salary with the Offer Letter: Match the proposed salary with the details in the offer letter.

   • Comp Approval: The next task is for Compensation to approve the salary. The process is pending at this stage until approval is received.

4. One-Time Payment

   • Approve or Skip as Necessary: Determine if any one-time payments are applicable and approve or skip accordingly.

5. Verify Proposed Employee ID

   • Search in Colleague: Check if the employee already has an assigned ID number in Colleague.

     • Submit Task: If not found in Colleague, submit the task. If found, link the Colleague ID to Workday. Once submitted, the employee should appear on your report, and they should see onboarding tasks on their end.

6. Assign Pay Group

   • Monthly or Bi-Weekly Payroll: Assign the appropriate pay group based on whether the employee will be on monthly or bi-weekly payroll.

7. Service Date Change

   • Update Service Dates: Include retirement eligibility and company service dates. Note that this task does not delay other tasks.

8. Edit Worker Eligibility Fields

   • Eligibility to Drive Fleet Vehicle: Use the sheet from Recruiting to determine eligibility.

   • Input Retirement Information: Enter retirement details as applicable. This task does not hold up any other tasks.

9.  Manage Remote I-9

   • Completion of Onboarding Tasks: This task is triggered once the employee has completed all onboarding tasks on their end.

This stage streamlines the new hire’s integration by finalizing the completion of essential paperwork, training, and orientation to ensure a smooth transition into their new role.

The HR Learning & Development team will conduct orientation which is scheduled on Mondays except for the last Monday of a month. Non-faculty hires attend on Monday and Tuesday, and faculty hires attend Monday through Friday. For more information, please visit the Orientation & Onboarding page.

After orientation, the onboarding process will begin as outlined by the manager. Onboarding could consist of shadowing, hands-on or specialized training, observations, etc. For more information, visit the Manager's Roadmap for New Hires page.