Overview
This KB offers troubleshooting tips for employment agreement and related tasks (Change Personal Information, Change Government Identifiers) when the candidate is a prior worker.
General tips
- If a candidate has a blank task, 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.
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The link in the system email sent to the candidate will not work and should not be used. This is under review by ATP/WEST. It is recommended that the recruiter share the unique URL from the candidate grid with the candidate, and ask them to disregard the automated email.
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 above). If the task still isn't there, the recruiter should re-launch the employment agreement.
Prior worker who applied via the internal jobs hub while they were still an employee
Prior workers cannot access their job applications on the external candidate home account if they applied for them internally. The candidate may not receive Workday communications that pertain to these applications, because the emails are sent to the former worker email address. Most terminated employees have access to their wisc.edu email for up to three months after termination.
Prior workers can contact uwjobs@wisc.edu for the status of applications they no longer have access to. If they have the recruiter's contact information, they should contact the hiring unit directly.
If a prior worker is selected for a job they applied for via the internal jobs hub, the Recruiter should follow the steps below to create a new application for that individual so that they may complete the employment agreement tasks in an external candidate account. The Recruiter should contact the candidate to let them know that they can disregard the automated email that asks them to create a 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. |
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| 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 numbers in the ticket. (C100XXXXX) |
| Step 4: Candidate sign in | When the accounts have been merged, 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. |
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. ATP/WEST is working on fixing the notification that directs the candidate to Workday.
- 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:
- 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 at uwjobs@wisc.edu.