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Academic and Administrative Faculty Recruitment

Effective Jan. 1, 2018, per Assembly Bill 384, departments will need approval prior to making a job offer.

Task 1: Request for Job Offer

  • The hiring manager or administrative assistant must move the candidate to the Offer stage. An inbox item will appear in the hiring manager’s inbox to enter the anticipated start date*, location, and business title which will send an inbox item to the finalist to complete a disclosure statement in the form of a questionnaire through Workday.
  • Once the questionnaire has been completed by the finalist, your primary recruiter will review the disclosure statement and proceed.

*Note: You are not committed to the anticipated start date, no encumbrances will incur at this stage.

Positions Under the Provost

  • The department MUST complete and submit Request to Offer Form with necessary documentation, e.g. CV, start-up form, miscellaneous justifications, etc, to Academic Resources via email for review/approval. If fully grant-funded, please send to Robin Toles for review/approval with a cc: to Deb Powell, Carla Zimmerman, and Gina Strebel.
  • The candidate will be moved to Propose Compensation once the provost notifies recruitment that the department can proceed.

Task 2: Verbal Job Offer

  • The hiring manager can proceed with a verbal job offer when the Propose Compensation step is in their Workday inbox. Once the candidate accepts the verbal offer, proceed with completing the Propose Compensation action item.
  • Compensation is routed to the following roles (in order) and each has the option to approve, send back, add approvers, or save for later:
    • Manager
    • Executive (Provost or Vice President)

Task 3: Offer/Employment Agreement

  • The hiring manager and administrative assistant will receive an inbox item to complete the offer/employment agreement to the following roles (in order) and each have the option to approve, send back, add approvers or save for later:
    • HR Finance Coordinator
    • Executive (Provost or Vice President)
    • Institution HR Partner Professional (Recruitment Manager will review)
  • External finalists will be sent a notification to their personal email address informing them to log into their Workday candidate home account to view and accept, or decline the offer.
  • Internal finalists will receive the offer in their employee Workday account to view and accept, or decline the offer

Task 4: Pre-Employment Stage and Ready for Hire

  • If the finalist accepts the offer/employment agreement, the primary recruiter will communicate with the department to initiate any required background checks. External candidates are sent a task to provide additional data through their Workday Candidate Home account by the primary recruiter. This ensures the candidate receives a login to the Workday system for onboarding. If the finalist is already an employee or contingent worker, the system will not request this information.
  • Moving a candidate from Pre-Employment Checks to Ready for Hire is the end of the recruitment, which means the candidate has been approved for hire.
  • The primary recruiter will email the department/college to advise of the inbox action and copy the HR Onboarding Team.
  • The primary recruiter will send the Onboarding Checklist to the candidate in Workday.
  • The department will notify the other candidates in Workday by declining their application and selecting the appropriate decline reason. Once a candidate has been declined in Workday, Workday will send an automated declination email to the candidate.

Task 5: Hire Employee/Job Change

Hire Employee Process

  • The hiring manager or administrative assistant and the new hire will receive multiple inbox items to initiate and complete certain onboarding steps. Run the Onboarding Status Summary - HCM - SC (NSHE) report to check the status of your new hires onboarding

Job Change Process for Internal Candidates

  • If your candidate is internal, meaning they are categorized as an NSHE employee or contingent worker in Workday, the job change process will automatically initiate an inbox item for the Hiring Manager or Administrative Assistant role.

Onboarding a New Employee

Classified Recruitments

Prior approval is required prior to making a job offer.

Task 1: Request for Job Offer

  • The hiring manager or the administrative assistant will move the candidate to the Offer stage (if requesting an accelerated step, attach the required documentation). An item will appear in the primary recruiter’s inbox to enter the anticipated start date, location, and business title which will send an inbox item to the finalist to complete a disclosure statement in the form of a questionnaire through Workday.
  • Once the questionnaire has been completed by the finalist, your primary recruiter will review the disclosure statement and will determine the next steps.

Task 2: Verbal Job Offer

  • Once the disclosure has been reviewed, your primary recruiter will inform you to proceed with a verbal offer. If the candidate accepts, the primary recruiter will enter the Propose Compensation, and submit for approval.
  • Compensation is routed to the following roles (in order) and each have the option to approve, send back, add approvers or save for later:
    • Manager
    • Manager's Manager (if applicable)
    • Executive (Provost or Vice President)

Task 3: Offer/Employment Agreement

  • The primary recruiter will receive an inbox item to complete the offer/employment agreement.
  • External finalists will be sent a notification to their personal email address informing them to log into their Workday Candidate Home account to view and accept, or decline the offer.
  • Internal finalists will receive the offer in their employee Workday account to view and accept, or decline the offer

Task 4: Background Checks (Pre-Employment Stage and Ready for Hire)

  • If the finalist accepts the offer/employment agreement, the primary recruiter will communicate with the department to initiate any background checks, if needed. If the department wishes to conduct background checks, this requirement must have been previously stated in the job posting.
  • External candidates are sent a task to provide their date of birth (DOB) and national identification (ID) through their Workday Candidate Home account by the primary recruiter. This ensures the candidate receives a login to the Workday system for Onboarding. If the finalist is already an employee or contingent worker, the system will not request this information.
  • Moving a candidate from Pre-Employment Checks to Ready for Hire is the end of the recruitment, which means the candidate has been approved for hire.
  • The department will notify the other candidates in Workday by declining their application and selecting the appropriate decline reason. Once a candidate has been declined in Workday, Workday will send an automated declination email to the candidate.

Task 5: Hire Employee/Job Change

Hire Employee Process

  • The hiring manager or administrative assistant and the new hire will be receive multiple inbox items to initiate and complete certain Onboarding steps. Run the Onboarding Status Summary - HCM - SC (NSHE) report to check the status of your new hires onboarding.

Job Change Process for Internal Candidates

  • If your candidate is internal, meaning they are categorized as an NSHE employee or contingent worker in Workday, the job change process will automatically initiate an inbox item for the hiring manager/administrative assistant.

Onboarding a New Employee

Additional Resources

Proceed to the next page for information on the job offer process.

Request for Campus Interview Approval

Next Step: Complete Recruitment