Overview
This guide provides instructions to initiate, view and record results for the misconduct reference check (MRC) requirement which is completed using SkillSurvey via the integration with Workday.
Security Roles
Initiator: Reference Survey Coordinator UW, Primary Recruiter, Recruiter (Local), Recruiting Coordinator (Supervisory), Search Committee Chair UW
Process Considerations
While multiple security roles can move the candidate into the assessment status, only the Reference Survey Coordinator UW can launch the SkillSurvey Integration. The initiator must have the Reference Survey Coordinator UW role and a user account in SkillSurvey.
Initiate and View MRC
Step 1: | From the Workday homepage, click Job Requisitions on the left side panel. Select the appropriate Job Requisition and Open Detailed View. |
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Step 2: | Click the Candidates tab. |
Step 3: |
Select the checkbox for the candidate:
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Step 4: | The Reference Survey Coordinator UW will receive a task in their inbox to Assess Candidate or on the Candidate Grid under Awaiting Me, click Assess. |
Step 5: |
Assess Candidate:
Note: Once you click Submit, the candidate can be moved to other stages of the job application business process without impacting this process. |
Step 6: | The SkillSurvey integration will launch directly from Workday once you click Submit. The candidate will receive an email to provide contact information for three references. Once the candidate enters the required reference information, SkillSurvey will automatically send an email to each reference to complete the survey. The status of the professional/misconduct check can be monitored on the Candidate Profile, under Screening. |
Step 1: | From the Workday Home Page, click Job Requisitions. |
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Step 2: | Select the Job Requisition to view Candidates. |
Step 3: | Click the candidate's name in the candidate grid to view the Candidate Profile. |
Step 4: | Click Screening. |
Step 5: |
Click the Assessments tab to view the SkillSurvey reference check information via the Results URL. Note: The Results URL will only be available once all three references complete the survey. |
Record MRC
Record Results of Misconduct Reference Checks
Completion of the MRC via the SkillSurvey integration must be recorded in Workday. It is recommended to record the completion of the MRC prior to hire on the Candidate Profile as outlined below. This will ensure the results flow to the Worker Profile.
If the completion of the MRC is not recorded until after the hire is made, please follow the instructions below to Record MRC on Worker Profile - After Hire.
Step 1: |
If the reference check is complete before the candidate is ready to hire, record the results on the Candidate Profile. This can be initiated by the Primary Recruiter. From the Workday homepage, click Job Requisitions. |
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Step 2: | Select the Job Requisition to view Candidates. |
Step 3: |
Select the checkbox next to the candidate you plan to move forward.
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Step 4: |
A task will go to the Reference Survey Coordinator UW to record the results of the MRC. From the Workday homepage, click My Tasks (inbox icon) in the upper right corner. |
Step 5: |
Select the Background Check Package task.
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Step 6: |
Another task will appear for the Reference Survey Coordinator UW to select background check overall status:
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Step 1: |
If a reference check is complete after the candidate is ready to hire, record the results on the Worker Profile. This must be initiated by the Reference Survey Coordinator UW. From the Workday homepage, search and select the name of the employee in the search bar. |
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Step 2: |
Click Actions. Hover over Personal Data and select Start a Background Check. |
Step 3: |
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Step 4: |
A task will go the Reference Survey Coordinator UW to record the results of the MRC. From the Workday homepage, click My Tasks (inbox icon) in the upper right hand corner. Select the Background Check Package task.
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Personnel File Review (as part of MRC)
Personnel File Review
As part of the MRC requirement, a personnel file review must also be completed for final candidate(s) who have held an appointment at a UW System Institution in the past seven years.
Step 1: |
If the final candidate has held an appointment at a UW System Institution in the past seven years, please use the following template to email the Institution's HR Contact or the UW-Madison Division HR contact to review the final candidate's personnel file for misconduct. Important: The personnel file is NOT being requested at this time. The appropriate HR contact is being asked to review the personnel file for misconduct.
UW System Human Resources Contacts UW-Madison Division HR MRC Contacts Subject: Misconduct Reference Check: Personnel File Review Request Dear (INSTITUTION NAME) HR, EMPLOYEE NAME (EMPLOYEE ID) has been identified as a final candidate for a position at the University of Wisconsin-Madison. Per policy requirements, would you please review their personnel file and respond to the following questions:
Thank you for your prompt attention to this request. I would appreciate your reply as soon as possible but within 5 business days. Sincerely, HR REPRESENTATIVE NAME |
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Step 1: |
From the Workday homepage, click Job Requisitions. Select the Job Requisition and click Open Detailed View. |
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Step 2: |
Click on the Candidates tab. |
Step 3: |
Select the checkbox for the candidate:
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Step 4: |
The Primary Recruiter will receive a task in their inbox to Select Background Check Package or on the Candidate Grid under Awaiting Me, click P-file Review (Hire).
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Step 5: |
Another task will appear for the Primary Recruiter to select background check overall status, or on the Candidate Grid under Awaiting Me, click Review. |
Step 6: |
Select Background Check Overall Status task.
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Step 7: |
The Primary Recruiter will receive a task in their inbox to Make Background Check Decision, or on the Candidate Grid under Awaiting Me, click Review. From here, Move Forward to the next step in the job requisition business process or Decline to disposition the candidate. |
Additional Resources
- Recruitment, Assessment and Selection of Academic Staff, Faculty, Limited and University Staff Employees, UW-5008
- Misconduct Reference Check (MRC) Policy and Procedure FAQs
Questions?
Contact Talent Acquisition at uwjobs@wisc.edu.