How does an applicant receive a status of their job application?
An applicant will receive an automatic notification of their application once it is successfully submitted. When applicant is being declined and manager selects a reason, they will receive a decline notification. When position is filled, applicants will receive an automatic notification of the status if they are in review or screen stage. For more information, please refer to https://hub.wpi.edu/article/503/disposition-candidates-in-workday.
How can an applicant edit their job application to update or add application materials?
An applicant can only edit their contact information on their job application in their candidate home account that was created when they applied. If applicant would like to add or change any application materials, they should contact firstname.lastname@example.org.
How do I submit an employee referral?
An employee can submit a referral in Workday for an open position. The referred candidate must indicate the source is a referral when submitting an application. For details on guidelines and instructions, please go to https://hub.wpi.edu/article/481/submit-an-employee-referral.
How do I create a job requisition?
A manager can create a job requisition in Workday by accessing My Teams worklet and clicking Create Job Requisition to start the process. For detailed instructions, please go to https://hub.wpi.edu/article/415/create-staff-and-ttntt-faculty-job-requisition.
Prior to creating a job requisition, please note:
For Staff Position requests and approval process, please review the Staff Requisition Review and Approval Process found at https://www.wpi.edu/offices/talent/policies-compliance-notices/policies
For Faculty Position requests, please go to Talent & Inclusion Hiring Forms at https://www.wpi.edu/offices/talent/forms to complete the appropriate request form. You may contact Kris Sullivan in the Office of Provost at email@example.com for additional questions on faculty position requests.
For paid Non-Faculty Research requests, please go to Talent & Inclusion Hiring Forms at https://www.wpi.edu/offices/talent/forms to complete the appropriate request form. You may contact Camille Bouchard- Chhoeuk in the Office of Vice Provost at firstname.lastname@example.org.
How do I create a search committee?
Please contact your Primary Recruiter assigned to your job requisition or Talent Acquisition Partner for assistance to create a search committee.
Where can I post my open position in addition to the WPI career site?
WPI posts new jobs to a number of prepaid HigherEd and Diversity job boards. For the complete list of job boards, please go to https://hub.wpi.edu/article/912/job-boards-for-recruitment. To request a LinkedIn posting and/or discuss sourcing strategy, please contact the Primary Recruiter assigned to your job requisition or Talent Acquisition Partner. Additional job boards may be subject to an associated posting fee that is incurred by the department.
How long do I need to post my position?
Posting Period for Regular Faculty & Staff Positions is a minimum of 10 calendar days from the posting start date.
Posting Period for Temporary & Seasonal Positions is a minimum of 3 calendar days from the posting start date, except temporary assignments with a duration of 3 days or less
What are appropriate interview questions to ask?
Interview questions should only be job related. To review legal and discriminatory questions, please go to: https://hub.wpi.edu/article/458/chart-of-legal-inquiries.
Additionally, Massachusetts Equal Pay Act prohibits salary history inquiries. Massachusetts “Ban the Box” law prohibits employers from asking about an applicant’s criminal record on an employment application.
How do I access and view my job requisition?
If you are a hiring manager with an open job requisition, you can click on the Recruiting Dashboard on your Workday homepage to find your job requisition. For questions or assistance, please contact the Primary Recruiter assigned to your job requisition or Talent Acquisition Partner.
How do I move candidates in the recruiting process?
Candidates are moved forward or removed from consideration on the job requisition. The hiring manager will see the option to use the “Move Forward” button to select the next stage from Review to Screen, Interview/Final Interview, Reference Check and Offer stage). For detailed instructions, please go to: https://hub.wpi.edu/article/503/disposition-candidates-in-workday.
Are there available tools and templates to use to evaluate and interview candidates?
Yes, you can find available interviewing and evaluation resources and templates on https://hub.wpi.edu/s/13/hiring. If you need more information, please contact the Primary Recruiter assigned to your job requisition or Talent Acquisition Partner.
How can I increase the diversity of my applicant pool?
Talent and Inclusion provides some recruitment strategies which will help departments develop a more equitable hiring process and, as a result, bolster robust, diverse pools of candidates for vacant positions. You can find helpful guide and tips on increasing diversity in your applicant at https://hub.wpi.edu/article/1007/diversity-recruiting-search-strategies. For further consultation on developing a diversity recruiting strategy, please contact the Primary Recruiter assigned to your job requisition or Talent Acquisition Partner.
Do we have relocation resources to provide to a candidate?
WPI has partnered with Coldwell Banker’s Real Estate Advantage Program to provide free, no obligation services. You can also find helpful Information for the Worcester area including rental and mover resources, along with school, culture, and careers by visiting our Worcester Relocation Resources site.
I am ready to make an offer to a candidate. What are next steps to move forward?
Congratulations! You can now move the candidate forward in Workday to Offer. This will open up the offer task. Enter the offer details such as hire date, title and compensation. This will route through an approval process. Your Primary Recruiter will generate an offer letter based on this information. See related job aid. Please contact the Primary Recruiter assigned to your job requisition or Talent Acquisition Partner.
What is the best way to reject a candidate before an interview? After an interview?
You can send a disposition email to those candidates you are not selecting to interview by selecting their name from the candidate list, choose Decline and a reason from the drop down list. An automated email will be sent to the candidate. The candidate will not see the reason – only a generic email they are no longer being considered. Alternatively, those candidates left in screen or review stage will automatically receive a disposition email once the candidate you are hiring passes their background check.
If you want to send a rejection email to a candidate after their interview, you would choose Decline and select Interviewed from the drop down list. The generic email will thank them for interviewing and let them know they are no longer being considered. You can also send a personal email to them. If you choose to do that, then you would choose Decline and select Interviewed – Do Not Send Letter. That way they will not be notified through Workday after they already received your personal email. You may refer to our job aid on dispositioning candidates and contact your Primary Recruiter if you need any assistance.
What should I do to prepare the onboarding for my new hire?
Your new employee’s first days and initial weeks are an important part of employee engagement and community building. See Manager’s Onboarding Checklist to help managers acclimate their new employee to WPI. Learn more about implementing a successful onboarding process through WPI”s Learning Academy which offers an “Ensuring Onboarding Success Course”.
Managers will also see a My Team Onboarding Status worklet in Workday to view your new hire’s progress.
How do I un-post my position if I already selected a candidate?
Contact your Primary Recruiter to unpost your job requisition from accepting new applications.
When will my new hire receive their new WPI account and email?
Staff hires receive WPI accounts 7 days prior to their start date and faculty receive WPI accounts 30 days prior to their start date. You can find more information about New Employee Account Provisioning Process here.
I cannot see my application materials I submitted when applying. How can I confirm they were received?
As noted during the application process, the system will only show that your resume/CV was uploaded. You may email email@example.com for confirmation.
I have to check a candidate’s references. Is there a template available?
Yes, you may use Talent Acquisition’s Reference Check Form for Exempt Positions and Non-Exempt Positions. This form should be uploaded to the candidate’s application materials in Workday under Attachments section when complete.
I referred an employee who was hired. When will I receive the referral bonus?
When the referred hire has completed six (6) months of active service, the referring employee will receive a bonus of $500.00 (subject to taxes) in their next paycheck.
Why haven’t I received a referral bonus yet for referring an employee?
Did you submit the employee referral through Workday? Did the candidate say you were their referral? Reach out to your Talent Strategy Partner if you have any questions.
I want to hire a temporary employee, what are my next steps?
First, confirm your office has funds. Second, ensure you have a JM supervisory org, if not reach out to your Talent Strategy Partner who can assist. Once those two are in place you can create a job requisition in Workday for posting by following these steps.
How can I give access to my job posting to others in my department?
You can allow access by creating a search committee. Please contact your Primary Recruiter for assistance.
I have selected a candidate, when is the earliest they can start?
Once an offer has been accepted allow up to two weeks for the hiring to be processed. Before an employee can begin employment at WPI there are many steps and business processes along the way that require approvals. Please check with your next approver to make sure the process is flowing swiftly.
I am a hiring manager or serving on a search committee for an open position, how can I request training on how to use Workday in the recruitment process?
If you are a hiring manager or serving on a search committee and need training on the recruitment process in Workday, you can contact Talent Acquisition in the Division of Talent & Inclusion at firstname.lastname@example.org and a Talent Acquisition Partner will be in contact with you. Job aids are also available on the Recruiting, Hiring, Onboarding Hub at https://hub.wpi.edu/s/13/hiring. Please note Talent & Inclusion will be offering monthly training sessions in 2023.