Overview
This KB offers solutions for prior worker candidates and troubleshooting tips for employment agreement and related tasks (Change Personal Information, Change Government Identifiers) when the candidate is a prior worker.
Process Considerations
- After a worker has been terminated, they must create an external candidate home account to continue applying for jobs within Universities of Wisconsin.
- Prior workers cannot access job applications from their external candidate home account if they originally applied internally. Terminated workers retain limited access to Workday after their end date, but this access does not include job applications they submitted as internal candidates.
- Prior workers may contact the recruiter to request updates on applications they can no longer access and to inquire about next steps. If they do not know who to contact, they can email uwjobs@wisc.edu for additional information.
- Candidate communications and tasks are sent to the email address associated with the original internal job application, unless the individual applies to the same job requisition as an external candidate and their accounts are merged. The communications and tasks will then be sent to the email address associated with the external candidate home account. Most terminated employees have access to their wisc.edu email for up to three months after termination.
Possible Solutions
For a better candidate experience, the recruiter can create a new external candidate application on a prior worker candidate's behalf, and they can do this at any point in the hiring process. Alternatively, a terminated worker can reapply to the same job requisition as an external candidate if they remain interested in the position and if the job is still posted. If selected, the individual will need to complete the employment agreement and new hire tasks in their external candidate account.
| Step 1: Create new prospect |
Search create prospect in the search bar and select the task Create Prospect: Click Create New Prospect: Enter the person's First Name, Last Name, and Email Address (use a home/personal email address) and click OK. Ignore the duplicate prompt and click OK again. On the next screen, Create Prospect, click OK again. Do not complete any of the fields on this screen. |
|---|---|
| Step 2: Create application |
From the new Prospect profile, under Actions > Job Application, click Create Job Application: On the next screen, add the Job Requisition number into the Jobs field, and select Manually for how to fill out the job application. Click OK: On the next screen, select Internal Jobs Site as the Source, and upload the candidate's application materials from their original application. Click OK: There will now be two instances of the candidate on the candidate grid. |
| Step 3: Merge accounts | Submit a GetHelpUW ticket asking UW Shared Services (UWSS) to merge the external candidate account with the prior worker/internal candidate account. Include both candidate ID numbers in the ticket. (C100XXXXX) |
| Step 4: Candidate sign in |
When the accounts have been merged, the recruiter should continue moving the candidate through the hiring process using the most recent (external) application. If the merge was completed after the employment agreement, the recruiter must re-launch the employment agreement on the newer application that was created on behalf of the candidate. The candidate should sign into their external candidate account and access the employment agreement task(s). |
| Step 5: Disposition original application | Move the original version of the application into Not Selected > External Application Created. Do not send a message. |
Waiver candidates
When a prospect is created from a former worker record, Workday does not give the opportunity to add an email address for that person. This means that the email that gets pulled in is a former worker email (likely wisc.edu), which prior workers often no longer have access to. This can result in an unavailable email address in the system email that prompts the candidate to create an account:
To fix this, submit a GetHelpUW ticket to the OHR Solutions Team (OST). OST will add the personal email address as a Home Contact email to the terminated worker record, which will bring it onto the candidate profile.
Once this is done, the candidate should create and sign into their external candidate account to take action on the task(s). They must use the unique URL from the candidate grid (see External Candidate Home Account URL below). If the task still isn't there, the recruiter should re-launch the employment agreement.
General task troubleshooting
- If a candidate has a task but it's blank, it is likely a security issue. The task may need to be accessed in a different place, such as the external candidate account instead of in Workday.
- If there is no task at all, it is likely an issue other than security. The fix might be adding a home contact email to a terminated worker profile or ensuring the candidate uses the correct URL and email address to create a candidate home account.
- A Username on the candidate profile means that the candidate has created their external candidate account and verified it:
- The unique URL for a candidate to create an external candidate account is displayed in the External Candidate Home Account URL section on the candidate grid, in the Contact tab:
The URL may direct the candidate to the general Universities of Wisconsin-branded career site. This is expected and will function correctly.- If this link does not appear in the candidate grid, the candidate has already created their external candidate account.
-
The recruiter must share the unique URL from the candidate grid with the candidate, and instruct them to create their account.
Change personal information task
If the individual is not a U.S. citizen: under the Citizenship Status field, they should choose United States, then sub-option to access Not a U.S. Citizen (as opposed to choosing their country of citizenship from the dropdown).
Change government identifiers task
- If this task has blank dropdowns, the candidate should try accessing the task from their external candidate home account. The task is not available in Workday because the candidate is no longer an "internal candidate as self", so they do not have the Workday security for the task.
- If the task says "You cannot edit or remove your Social Security Number (SSN) at this time because it is associated with an existing worker record", the individual should use the Delete button and Submit without making changes to successfully complete the task:
- Sometimes this task occurs again after the move to Ready for Hire. There was likely an issue with the government identifiers step that the candidate completed the first time after the employment agreement. The individual should access the task in their external candidate home account, as opposed to in Workday.
Questions?
Contact Talent Acquisition.