Reference materials for clinical and tenure-track faculty candidates may be collected in Workday depending on whether they are an internal candidate (currently hold a position with a Universities of Wisconsin institution) or an external candidate.
| Step 1: Questionnaires |
When creating the Job Requisition, you'll want to make sure to select the appropriate questionnaires based on the application type:
Selecting the Letters of Recommendation Reference Information questionnaire for the Internal Career Site - Secondary will require internal applicants to provide reference contact information at time of application. This will allow the Primary Recruiter or Search Committee Chair to see the contact information to request letters outside of Workday. |
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| Step 2: Assign Reference Template |
From the Job Requisition workspace, select the appropriate Job Requisition and click Open Detailed View. From here, click the Related Actions button next to the Job Requisition name (...) then Job Change, Assign Reference Template:
On the next page, select Faculty Letters of Recommendation. (It should be the only choice)
Note: You will see a soft warning pop up. This is the expected outcome. Click the X button to close this pop-up, then OK at the bottom of the screen, and Done to finalize the change.
This setting will allow for external candidates to take advantage of their specific reference collection workflow. |
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External Candidates
| Step 1 | Once you have an external candidate (not a current Universities of Wisconsin employee) you wish to collect references from, navigate to the Candidate Grid. Click the checkbox next to their name, then select Move Forward. On the pop-up window, select Faculty References for the Next Stage field, and Collect References for Faculty Letters of Recommendation for the Next Step:
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| Step 2 |
The candidate will receive an email and task in their candidate home account to provide contact information for their references.
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| Step 3Â |
The Primary Recruiter will then receive an inbox notification to review the reference information for the candidate.Â
The Primary Recruiter must confirm the contact information for the references, as well as add any additional ones or edit as needed. Click Approve when done.
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| Leave Task as Pending |
Important: You will receive an inbox task titled "Manage References" for the candidate; do not take action on this until after all the references have uploaded their materials. Doing so beforehand will break the business process, meaning neither the references nor the Primary Recruiter will be able to upload letters.Â
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| Step 4 |
Once references have submitted their materials, you can view them by navigating to the Candidate Profile. Click Screening > References to be brought to the Reference Check Grid
Important: The candidate must stay in the Faculty References stage until all responses are collected. If a candidate is moved out of this stage, the link sent to references will no longer work.
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| Step 5 (Optional) |
Should one of the Referees have difficulty submitting their materials, the Primary Recruiter can assist in various ways. Click the Manage button, to bring up the Manage References page:
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Internal Candidates
| Step 1 | Internal candidates (currently employed by any Universities of Wisconsin institution) will apply for the position will follow the instructions to apply for a campus job using their Workday account. |
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| Step 2 | In their application, internal candidates will be prompted to list the contact information for their references:
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Herein lies the main difference between internal and external candidates. Currently, there is no automatic workflow to solicit reference letters from internal faculty candidates. That means the Primary Recruiter will need to collect these documents manually.
| Step 1 | Navigate to the Candidate Profile (either from the Candidate Grid on the Job Requisition itself, or the Recruiting Dashboard) and click on Questionnaire Results. From there, you will see the reference information:
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| Step 2 |
Once the Primary Recruiter collects the reference letters outside of Workday, they can upload them to the Candidate Profile by clicking Attachments.
Note: Make sure to on the Category field to select Configurable Categories > Recommendation and Reference Letters
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Additional Resources
Questions?
Contact your Talent Acquisition Specialist.