Hiring During the Workday Cutover Period

During the Workday cutover period, there are several scenarios that determine how hires will be entered into Workday before and shortly after go-live. Review the scenarios below to understand the actions required for each situation. 

Note: For situations that fall under Scenario 2 or Scenario 3, departments are not required to relaunch their search process. If a previous search in the TMS or Handshake resulted in a hire with a start date after January 9, creating a position (for AP and Faculty only, not including Adjuncts) and job requisition, and having the selected candidate apply, is simply the method used to transition the candidate into the Workday system. Recruiting-specific Job Aids can be found here.

Additional information regarding the new Workday System can be found here. 

Hiring Scenarios and Guidance

Scenario 1: Previously Approved Emergency Hires During the Hiring Freeze

Who this applies to: Administrative Professional, State Classified, Faculty, Postdoc, Non-Student Hourly, Student, and Adjunct hires.

Employee start date: November 1 – December 31 (during the hiring freeze)

What happens:

  • Employees who started during the hiring freeze will be automatically entered into Workday on the department’s behalf.
  • On January 5, these employees will be able to log into Workday like any other current employee.
  • No additional action is required from the department.

Onboarding:

  • No onboarding tasks are required in Workday.

Note: HR Partners in Workday are strongly encouraged to verify the accuracy of emergency hire transitions upon go-live on January 5.

Scenario 2: Search Completed During Freeze with Employee Start Date Between January 1–9

Administrative Professional, Faculty, or State Classified Searches

Who this applies to: Administrative Professional, Faculty, and State Classified searches.

What happens:

  • A position will be created in Workday on the department’s behalf.
  • HR Operations Resources will use the Fast Track hiring process to create a Pre-Hire record.
  • The selected candidate will be hired in Workday on the department’s behalf.
  • Pre-hire paperwork will be manually launched and completed after logging into Workday on January 5.

Onboarding:

  • On January 5, once the employee has received their NetID, they will log into Workday to complete onboarding and new-hire paperwork.
  • Additional guidance regarding the I-9 process in Workday can be found here.
    • External employees
      • Must wait to receive a NetID setup email from the MidPoint system to set up their NetID before logging into Workday.
    • Internal employees
      • Receive onboarding tasks in their Workday Tasks inbox, if applicable.
      • Some internal employees moving into a new position may not be required to complete onboarding tasks.

Student or Non-Student Hourly Searches

Who this applies to: Student and Non-Student Hourly searches.

What happens:

  • Recruiting Coordinator or Manager will log into Workday on January 5.
  • Recruiting Coordinator or Manager will create a Student or Non-Student Hourly job requisition (no position required). For help with creating a job requisition in the Workday system, please view this webpage.
  • Once approved and posted, the department will send the job posting link to the selected candidate to ‘apply’.
  • Once the selected candidate has applied, the Recruiting Coordinator or Manager will route the candidate through required stages to Ready for Hire.

Onboarding:

Scenario 3: Search Completed in TMS with Employee Start Date On or After January 9

Who this applies to: All employee types.

What happens:

  • For AP & Faculty positions In TMS, the search should go through all Talent Acquisition Candidate Approvals, once the hire has been approved, the department should move forward with finalizing the hiring process in Workday.
    • If your hire has already gone through the Hiring Proposal stages, please note the candidates will still proceed through the Offer and Background Check stages in Workday.
  • In Workday, the HR Partner or Manager will create a position for State Classified, AP, and Faculty (besides Adjunct) employees. The job requisition will be created using a Pre-Selected Candidate reason code and Hidden Posting instructions (if your candidate is External or a re-hire) OR Internal Posting instructions (if your candidate is internal with a Worker profile). For help with creating a job requisition in the Workday system, please view this webpage.
    • For AP and Faculty (Contract, Continuing (i.e. NTT) or Tenure-Track) positions), Recruiting Coordinators and Managers can initiate the job requisition from the Position.
    • For Adjunct, NSH or Student Employees, the Recruiting Coordinator or Manager will initiate this via a Job Requisition, under a JM supervisory organization.
      • For NSH and Student requisitions, please select the Recruiting – NSH or Student reason codes.
    • For State Classified, please coordinate the requisition with your Talent Acquisition team member.
  • Route the requisition for approval.
  • Once approved, Talent Acquisition (or the Recruiting Coordinator/Manager for NSH) will post the requisition to the Fort Collins Career site (if Hidden) and the Internal Career Site. 
    • Note: Internal candidates and student workers will apply through internal job boards.
  • Once the selected candidate has applied, the Primary Recruiter or Manager will route the candidate through required stages to Ready for Hire.
    • Note: Departments may move candidates directly from Screen to Offer for enabling the offer letter to be generated and routed for Hiring Manager Approval and Candidate Acceptance before initiating the background check (If the Background Check has been previously completed, include that information in the Background Check Questionnaire for passthrough).

Onboarding:

  • After the candidate reaches Ready for Hire, they will be able to log into Workday to complete onboarding and new-hire paperwork.
  • Additional guidance regarding the I-9 process in Workday can be found here.
    • External employees
      • Must wait to receive a NetID setup email from the MidPoint system to set up their NetID before logging into Workday.
    • Internal employees and students
      • Receive onboarding tasks in their Workday Tasks inbox, if applicable.
      • Some internal moves will not require onboarding.

Scenario 4: Search Approved but Not Yet Launched

Who this applies to: Administrative Professional, Faculty, and State Classified positions

What happens:

  • The HR Partner or Manager will create a position in Workday.
  • The Job Requisition will be created and follow appropriate approval steps.
    • If Admin Pro or Faculty (not including Adjuncts), The Recruiting Coordinator or Manager will create a job requisition from the approved position. For help with creating a job requisition in the Workday system, please view this webpage.
    • If Adjunct or Student, the Recruiting Coordinator or Manager will create the job requisition in a JM sup org. 
    • If State Classified, please coordinate with the Talent acquisition team. 
    • If NSH, search has not yet launched, please proceed to Scenario 5.
  • Indicate during the Request to Fill Position questionnaire that approval was already granted (not required for Students).
  • The requisition will be expedited through approvals.
  • Once posted, the search will proceed as normal.

Onboarding:

  • After the candidate reaches Ready for Hire, they will log into Workday to complete onboarding and new-hire paperwork.
  • Additional guidance regarding the I-9 process in Workday can be found here.
    • External employees
      • Must wait to receive a NetID setup email from the MidPoint system to set up their NetID before logging into Workday.
    • Internal employees and students
      • Receive onboarding tasks in their Workday Tasks inbox, if applicable.
      • Some internal moves will not require onboarding.

Scenario 5: Search Not Yet Approved and Not Yet Launched

Who this applies to: All employee types

What happens:

  • The HR Partner or Manager will create a position in Workday (For Position Managed positions).
  • The Job Requisition will be created and follow appropriate approval steps. 
    • If Admin Pro or Faculty (not including Adjuncts), the Recruiting Coordinator or Manager will create a job requisition from the approved position.
    • If Adjunct, NSH, or Student, the Recruiting Coordinator or Manager will create the job requisition in a JM sup org.
      • Note: Student jobs do not require position justification approval.
    • If State Classified, please coordinate with the Talent Acquisition team. 
  • Position Justification approval is integrated into the job requisition approval process in Workday. *Please see below for information regarding the Position Justification Approval process from the Executive Committee. 
  • Once posted, the search will proceed as normal.
  •  

Onboarding:

  • After the candidate reaches Ready for Hire, they will log into Workday to complete onboarding and new-hire paperwork.
  • Additional guidance regarding the I-9 process in Workday can be found here.
    • External employees
      • Must wait to receive a NetID setup email from the MidPoint system to set up their NetID before logging into Workday.
    • Internal employees and students
      • Receive onboarding tasks in their Workday Tasks inbox, if applicable.
      • Some internal moves will not require onboarding.

Position Justification Questionnaire Information

The Position Justification budget approval process is now integrated into the Workday Job Requisition approval workflow. This approval process applies to Administrative Professional, Faculty, State Classified, and Non-Student Hourly requisitions. Please refer to the resources below for guidance and additional information on the Position Justification approval process.