Create Candidate on Waiver Job Requisition
Create Candidate
Once the waiver has been approved, the Primary Recruiter will need to add the selected candidate to the waiver's Candidate Grid. This will allow the Recruiter to process background and reference checks, as well as Employment Agreements, directly in Workday.
Check if Candidate Account Exists in Workday
To search for the candidate, type "Cand:" and their name into the search bar. |
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From the Candidate Account, click Actions, then Job Application, and Create Job Application: |
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On the pop-up window, enter the Job Requisition of the waiver you wish to fill, select "Manually" and click OK. |
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Click on the Application Materials to view what has been uploaded to their account; these should be the same materials from their most recent application. If you need to add a more recent resume, click on the Upload button and add that document accordingly. Otherwise, click OK. |
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You will be brought to their specific Candidate Profile attached to the waiver Job Requisition. Go back out to the job req and from the Candidate Grid, you can move the candidate forward to SkillSurvey, CBC, employment agreement, and finally ready for hire. |
If a Candidate Account does not exist, a Prospect must be created before creating a job application on the candidate's behalf. The process differs whether the candidate currently works for a UW campus (internal candidate), or if they're an external candidate.
NOTE: If the internal candidate resigns from UW before we send the employment agreement, they will not be able to login to accept it. If at all possible, try to complete the hire before their resignation date or reach out to TA Manager (jbdemers@wisc.edu) for a workaround.
NOTE: If the waiver hire is a prior worker - reach out to TA Manager (jbdemers@wisc.edu) before proceeding. TA will need to add a personal email to their account for them to be able to receive tasks in workday to accept their employment agreement.
Create a Prospect - Internal Candidate
Step 1: Search Create Prospect in the search bar and select the task Create Prospect:
Step 2:Click on "Create from Existing Workers" and type in the employee's name. Click OK.
Step 3: You will be taken to the Create Prospect screen; upload their resume accordingly. Click OK when done.
Step 4: You will be directed to their Prospect Account. Click Actions, then Job Application, Create Job Application to start the process of moving them to the waiver accordingly. You can now proceed to move them through the proper steps to finalize the hire. (e.g. Assessment, Employment Agreement)
Create a Prospect - External Candidate
Step 1: Search Create Prospect in the search bar and select the task Create Prospect:
Step 2: Click on "Create New Prospect" and enter their details. At minimum, you should enter their first and last name, and a valid email address. Click OK.
Step 3: You will be taken to the Create Prospect screen, where you can fill out any other biographical details that you have. You can also upload their resume at the bottom of the page. Click OK. 
Step 4: You will be directed to their Prospect Account. Click Actions, then Job Application, Create Job Application to start the process of moving them to the waiver accordingly. Moving them to the waiver will also send them an email, prompting them to create their candidate home account. You can now proceed to move them through the proper steps to finalize the hire. (e.g. Assessment, Employment Agreement)
Step 5 (Optional): If the candidate says they're unable to find the automated system email to create their candidate home account, you can find this by navigating to their Candidate Profile. Click Recruiting History, then on Automatic Message Sent under the Timeline heading. You can copy and paste the URL in the message and send it to the candidate directly.