Background Check as Part of Recruiting

Overview

This job aid outlines how to initiate a background check as part of the recruiting process in Workday. Please note this job aid provides similar information as the Universities of Wisconsin job aid but also provides information specific to the background check process at UW-Madison. It is recommended to review this job aid as it is specific to UW-Madison, and not the Universities of Wisconsin job aid. 

Security Roles

• Initiator: Background Check Coordinator UW, Primary Recruiter, Recruiter (Local), Recruiter (Supervisory), Recruiting Coordinator (Supervisory), and Shared Services - Recruiting UW
• Approver: N/A

Process Considerations:

• UW-Madison uses a third-party service called HireRight for background checks. 
• Initiating a HireRight background check in Workday can only be completed during the recruiting process. 
• A HireRight background check can only be submitted by workers with a Workday Background Check Coordinator security role and HireRight access to initiate a background check. If an individual has the Background Check Coordinator security role in Workday, their supervisor/manager must fill out the New User Request Form to request they have access to HireRight. The New User Request form must be sent to OHR Compliance at hrcompliance@ohr.wisc.edu.
• Please note June 28, 2025 was the last day background check and position of trust status could be recorded in HRS to convert to Workday. If a background check was completed in HireRight after June 28, 2025, the Background Check Coordinator must manually enter the background check and position of trust status in Workday. Please refer to the Manage Background Check Outside of Recruiting Knowledge Base for instructions on this process. 

When the Integration is Available 

• Hires completed through the recruiting (job requisition) process are supported by the Workday and HireRight integration. 
  • The integration can only be triggered by moving a candidate to the Background Check stage on a job requisition. Job requisitions are used for open recruitments and waivers. This means that the integration can be used when processing a waiver hire. Candidate's will be added to the job requisition for waivers in order to utilize the HireRight integration.   
  • A job requisition can be used for a recruitment or a waiver, which in Workday terms, is different than a direct hire. 
• The Background Check Coordinator selects the appropriate MADISON CBC package in Workday.
• This triggers HireRight to initiate the background check and email the applicant/employee to complete the background check application and consent. 
• Background Check Coordinators do not log into HireRight to initiate the background check when using the integration. 
  • The Background Check Coordinator will receive emails from HireRight regarding the background check's progress and completion.
• If a background check needs to be canceled, the Background Check Coordinator must cancel it in HireRight. 

Warning: The integration between HireRight and Workday only works for those that have the Background Check Coordinator security role in Workday and HireRight access to initiate a background check.

When Integration is not Available

• Direct hires, re-checks, or background checks by other vendors are not supported by the Workday and HireRight integration.
  • A direct hire is anyone processed via the Hire Employee or Hire Student business processes. A Workday direct hire is someone being hired directly into a position via these business processes. The integration cannot trigger off of these business processes. 
  • A student hire is a direct hire. 
• The Background Check Coordinator must log into HireRight to initiate the background check.
• The background check status must be entered manually in Workday. Please refer to the Manage Background Check Outside of Recruiting Knowledge Base for instructions on this process.

Moving Candidate to Background Check

1. From the Workday Home Page, click Job Requisitions (Document Candidate Search icon) in the left side panel.
2. Select the Job Requisition and click Open detailed view.
3. Click the Candidates tab.
4. Select the checkbox for the candidate:
   1. Click Move Forward.
   2. In the Move Selected Candidates to Next Stage field, select Background Check.
   3. In the Move Selected Candidates to Next Step field, select the type of background check needed.
   4. Click OK.

Note: When completing an option under Move Forward, the assigned role(s) receive an item in My Tasks to review the candidate.

Select Background Check Package

If a HireRight background check type was selected in the previous step, the Background Check Coordinator UW will receive the following task to complete. If a non-HireRight background check type was selected, the Primary Recruiter will receive this task.

1. From the Workday Home Page, click My Tasks (inbox icon) in the upper right corner and find the Background Check for Job Application task.

2. Select the Background Check task for the specific candidate.

   Note: Background Check packages are described below.

3. In the Name field, confirm/select the correct HireRight Background Check Package. Background Check Coordinators must select a package in Workday that starts with MADISON. Review the Criminal Background Check Packages in Workday Knowledge Base for more information on packages.
4. Click Submit.
   Note: Click Save for Later if you would like to save your current progress before exiting the task.

Next Steps

• If a HireRight Package was selected, HireRight will conduct the background check on the selected candidate. The Background Check Coordinator UW will receive an email from HireRight when the background check has been completed. The status of the background check can also be viewed in the candidate profile.
• If a Non-HireRight Package was selected, perform the background check outside of Workday and HireRight.

Background Check Results

The inbound HireRight integration will automatically update the status of both the background check package and the Background Check Business Process. The results of the background check can be found on the Candidate Profile. Background checks that require review will display the status Client Review Required. The results URL will redirect the Background Check Coordinator into HireRight to review the background check. The status will automatically update to Meets Company Standards after the adjudication process in HireRight. The overall Background Check Business Process will update to Completed. The results of the background check will flow to the Worker Profile. 

View background check results on the Candidate Profile:

1. From the Workday Home Page, type cand: in the search bar, followed by your candidate's name.
2. Click the Screening section.
3. Click Background Check Results.

View background check results on the Worker Profile:

1. Search the worker's name in the search bar.
2. Click their name to access the Worker Profile.
3. Click the Personal section.
4. Click Background Check. 

Next Steps

The inbound integration will continue to update the status of the background check regardless of the stage the candidate is in. This means that you can move the candidate to any stage after the background check is successfully launched and it will not affect the updating of the results. 

Background Check Packages

• HireRight – HireRight packages will trigger the HireRight integration.
  • MADISON PRE EMP Standard
  • MADISON PRE EMP Standard-Intl Address
  • MADISON PRE EMP Intl Address Only
  • MADISON Caregiver Package 
  • MADISON Caregiver Package-Intl Address
  • MADISON Caregiver Re-Check
  • MADISON EXT Standard
  • MADISON EXT Standard Intl Address
  • MADISON EXT Re-Check
  • MADISON POT Re-Check

The following packages will not trigger the HireRight integration:

• UW Police Department Background Check – Background check performed by UWPD outside of Workday.
• HireRight Background Check Done Outside of Workday – Used to log a background check that was completed directly in HireRight without the integration.
• DCF Caregiver Check – Background check performed outside of Workday for caregivers in the Department of Children and Families.
• P-file Review (Hire) – Review of personnel file prior to hire.

Additional Resources

• Criminal Background Check Packages in Workday
• Manage Background Check Outside of Recruiting