Benefited Candidate Selection Process & Offer

This guide will cover:

  • Screening candidates, creating a matrix, requesting and receiving approval to advance the candidate to the Interview Phases
  • Communicating with candidates throughout the search process
  • The process of interviewing, updating the matrix, selecting a candidate, requesting and receiving approval to advance the candidate to the Offer Phase
  • Drafting an offer and finalizing the hire

Although this guide provides steps of the systematic process, the Human Resources Recruiters are available for questions and guidance at any point in the process (307-766-2377).

 

Step One

Access the Job Requisition

  • Sign into WyoCloud from WyoWeb. 
  • From the Home page, navigate to My Team, then click the Hiring icon.

 

Step Two:

Access List of Applicants

From the Job Requisitions page, locate the requisition for which you are screening.

  • Click on the hyperlink to the Requisition Title.

  • From the Requisition Overview screen, click on the number for Screen (Requires Approval) – To be Reviewed by Hiring Manager. This will display the list of applicants that should be included in the screening matrix.

 

Step Three:

Screening Applicants

Screen all applicants in the Screen (Requires Approval), To be Reviewed by Hiring Manager status. Be sure to review the Questionnaires and Attachments carefully for relevant applicant information.

  • Click on Applicant’s name to review their application.
  • Applicant details are provided in the application blocks down the middle of the page. Expand each section by clicking on the expand/collapse arrow. Other application information can be viewed by using the navigation on the left.
    • Please note the Questions tab includes answers to the required UW application questions such as veteran status and conviction-related information.
      • NOTE: Applicants cannot be screened out based on the answers to these questions. If you have questions/concerns, contact your Recruiter (307-766-2377).  If a top candidate does disclose a conviction or policy violation, please let your Recruiter know.  Convictions and policy violations require a background check (if job related) and further review and approval up the chain of command.  This is facilitated by HR, so please work with your Recruiter.  The employee may not start working until this is completed.

  • To view required attachments, click on the Attachments tab. These attachments can include the cover letter, resume/CV, and other supplemental documents.
    • NOTE: It is best to select List under the View drop-down. This way you can easily see all attachments and download them to share with the search committee.

  

  • When you finish reviewing a candidate, you can navigate to the next candidate by clicking the Next button at the top of the page.You can also click Previous to review the previous candidate.

 

Step Four:

Complete the Screening Evaluations Tab in the Matrix

Once the job posting closes or reaches its minimum posting date, your Recruiter will send an applicant list within a matrix template with instructions on how to proceed.  For details on how to complete the matrix, refer to the Matrix Instructions in the Hiring Toolkit. The matrix is a tool that will help you keep track of all the applicants through the duration of your search.

  • After reviewing all applicants, you will need to complete the Screening Evaluations sheet in the matrix as provided to you by your Recruiter. 
  • The matrix will include the Minimum and Desired Qualifications as listed in the job posting and the Hiring Manager/Assistant/Search Chair must provide scoring and a thorough written evaluation of each candidate, indicating whether or not each candidate has been identified for an interview.
  • Candidates that do not meet ALL minimum qualifications must not be interviewed.

 

Step Five:

Request Approval to Interview

Approval is required prior to scheduling any interviews with candidates. This is to ensure an objective evaluation has been completed for each applicant.

  • Once you have completed the Screening Evaluations tab within the matrix, email it to your Recruiter for review and approval to proceed.
  • NOTE: DO NOT PROGRESS OR CHANGE THE STATUS OF ANY CANDIDATES – CONFER WITH YOUR RECRUITER AT EACH STEP AND THEY WILL ADVANCE ALL CANDIDATES ACCORDINGLY.
  • After a comprehensive review of your matrix, you will be provided with approval from your Recruiter to proceed with scheduling interviews.
    • We kindly request 2-4 business days to complete the review of your submitted materials and may reach out to you with recommended changes or updates during this time frame.

 

No additional actions should be completed until approvals are granted.  The Hiring Manager/Assistant/Search Chair will receive an email notification when the appropriate personnel have completed the review and updated the Phase and State to Screen (Requires Approval) – Approved to Interview.

 

 

 

 

 

  • Applicants not selected for interview should remain in Screen (Requires Approval), To be Reviewed by Hiring Manager status and your Recruiter will move them to Rejected by Employer and send a rejection correspondence based on the justification listed in the matrix.

Step Six:

Conduct First Round Interviews and Update the Matrix

After receiving approval to interview from your recruiter, the selected candidates will appear with a Phase/State of Interview, Interview to be Scheduled.

  • Human Resources encourages you to use the Successful Selection Behavior-Based Interviewing Model.  The Recruiters will work closely with the Hiring Managers/Assistants for Staff searches to help you develop a score/weighted competency-based interview guide.  Although not required for Academic and Administrative searches, it is highly recommended.  Please reach out to your Recruiter to help you develop this tool.
  • The Hiring Manager/Assistant/Search Chair will schedule interviews outside the system.After interviews are conducted, the Interview Evaluations tab within the matrix must be completed and submitted to your Recruiter for review and approval.
    • Optional: If desired, SkillSurvey Reference checks may be requested at this time. Please contact your recruiter to initiate this request.
  • The Interview Evaluations sheet within the matrix will include Competencies/Criteria being evaluated in the interview. The ‘Competency or Criteria #’ columns should be replaced with the competencies or criteria that the candidates were evaluated against during the interview (i.e., Leadership, Safety Awareness, Oral Communication Skills, etc.). The Hiring Manager/Assistant/Search Chair must provide scoring and a thorough written evaluation of each candidate, indicating whether or not each candidate will move forward to additional interviews and/or reference checks.
    • NOTE: Additional Interviews are optional as determined necessary by the search committee. If no additional interviews will be conducted, note this in the last column.

 

SkillSurvey References are required prior to moving into any offer phase. Interviews can be conducted while the SkillSurvey References are being completed. The Hiring Manager/Assistant/Search Chair will receive the SkillSurvey Report(s) from their Recruiter. If no further interviews will be held, skip to Step Eight: Request SkillSurvey Reference Checks.

 

 

 

 

 

Step Seven:

Conduct Additional Interviews (As Needed)

After the initial interview approval, multiple rounds of interviews may be completed.  The hiring matrix should be updated after each round of interviews to reflect each candidates’ progression throughout the interview process and sent to your Recruiter.

  • The Hiring Manager/Assistant/Search Chair will schedule the additional interview outside the system. 
    • NOTE: While additional interviews are being conducted, you may request the required SkillSurvey reference checks on this narrowed pool of candidates. Email your Recruiter to make this request.

It is recommended that SkillSurvey be completed while additional interviews are being conducted to streamline the reference checks process so its completion coincides with the completion of the additional interviews. However, the SkillSurvey is only required for the top candidate and may be completed at the conclusion of interviews.

 

 

 

 

  • After interviews are conducted, the Final Information sheet in the matrix must be completed and submitted to your Recruiter for review and approval.

  • Your Recruiter will review the results of the Additional Interviews in the matrix and send the request for SkillSurvey references on the top candidate, if this has not already been done.

 

Step Eight:

Request SkillSurvey Reference Checks

SkillSurvey References are required prior to moving into any offer phase. Interviews may be conducted while the SkillSurvey References are being completed. The Hiring Manager/Assistant/Search Chair will receive the SkillSurvey Report(s) from their Recruiter to provide an evaluation in the Final Information sheet within the matrix.

 

 

 

 

Once the candidate pool has been narrowed, you can request candidate reference checks via SkillSurvey if they have not already been requested.  The exact timing of the reference check is at the discretion of the Search Committee. This can be requested via email to your Recruiter while conducting either first round or additional interviews.

  • After the SkillSurvey Reports are provided, the Final Information sheet within the matrix must be completed and submitted to your Recruiter for review and approval to proceed with a verbal offer.

 

Step Nine:

Pre-Offer Approvals

Once the SkillSurvey References are complete, a summary of the Reference Check is provided to the Hiring Manager/Assistant/Search Chair by the Recruiter.  The Hiring Manager/Assistant/Search Chair may disseminate information to Search Committee members as necessary. Note: Prior to the verbal offer, the SkillSurvey Reference check and the Final Information sheet within the matrix must be completed and approved by your Recruiter.

 

  • At this time, the Hiring Manager/Assistant/Search Chair should complete the Final Information sheet within the matrix and provide this to the Recruiter for review and approval. The Final Information sheet should include an evaluation of interviews (if an additional interview was conducted), and a brief evaluation of the reference responses.

 

 

Rank all candidates that are acceptable for hire within the final matrix. Be sure to email this final version of the matrix to your Recruiter.  The Hiring Manager/Assistant/Search Chair will receive an email notification once the matrix has been reviewed and approved.

No additional action can be performed until approvals are complete.  The Hiring Manager/ Assistant/Search Chair will receive email notification when approval is complete.

 

  • Once the matrix has been reviewed and approved, the Recruiter will progress the top candidate to the Phase/State Verbal Offer, Verbal Offer to be Made.

 

Step Ten:

 

Verbal Offer

At this time, the Hiring Manager/Assistant/Search Chair is responsible for communicating the verbal offer of employment outside of the system. This action typically occurs over the phone. During this call, a start date, rate of pay and any additional compensation should be discussed and agreed upon.

Please refer to our start date guidelines in the Hiring Toolkit. Start dates should allow time for completion of all required pre-employment checks, creation and approval of the written offer, and time for the candidate to accept the position. They should also coincide with a biweekly Pay Period Begin date. Refer to the Payroll Deadlines document for these dates under the “Time Period Start Date” column.

 

  • If the candidate accepts the verbal offer, notify your Recruiter.

At this time, the Recruiter will initiate the required background check through Sterling Talent Solutions as well as any other pre-employment checks such as the MVR check.

  • If the candidate does not accept the verbal offer, notify your Recruiter and they will note the withdrawal in the system.
    • You may move on to the verbal offer for the second ranked candidate.

 

Step Eleven:

Creating the Job Offer

Once the verbal offer is accepted and required pre-employment checks are initiated by the candidate, the Recruiter will progress the status to Offer, To be Created Phase/State. The Hiring Manager/Assistant will receive notification and is responsible for drafting an offer to the candidate at this time.

  • To draft an offer, locate the candidate and click on their name.
  • Under Actions, select Create Job Offer. Complete all required fields as noted by the blue asterisk *and any other fields as applied to your hire type.
  • Complete all required fields as noted by the blue asterisk *and any other fields as applied to your hire type.

  • 1. When and Why
    • Start Date: The agreed upon first day of work for the employee.
      • These dates should coincide with a biweekly Pay Period Begin date. Refer to the Payroll Deadlines document for these dates under the “Time Period Start Date” column.
      • Start dates must be a future date. Candidates cannot begin working prior to the start date.
    • Legal Employer: Auto populates and should not be changed.
    • Worker Type: Always select Employee.
    • Action:
      • For a new external hire, select Add Pending Worker
      • For a rehire, select Add Pending Work Relationship
      • For a non-benefited to benefited hire, select Add Assignment
      • For a benefited to benefited transfer, select Transfer
    • Click Continue.
  • 2. Assignment Info
    • Department: Auto populates, make sure this is the correct department the candidate will be working in.
    • Reporting Establishment: University of Wyoming
    • Working At Home: Choose Yes or No, as applicable
    • Worker Category:
    • Working Hours: Should populate to 40 weekly
    • Working as Manager: Choose Yes or No, as applicable
    • Worker’s Comp Code:
      • WC1 = Clerical Rate (employee is working in an office environment, low danger category)
      • WC2 = Professional without Lab (employee is working in a professional position)
      • WC3 = Professional with Lab (employee is working in a professional position in a laboratory)
      • WC4 = Non-Professional (employee is working in a non-office, high danger category)
    • Remote Work: If the candidate will work on campus 100%, select the option On Campus. If the candidate will work remotely, select the percentage of the work week that they will be working remotely.
    • Click Continue.
  • 3. Offer Team
    • This information pulls over from the requisition. Ensure the Hiring Manager is correct and any other collaborator types are included as needed.
    • Note anyone who appears in this section will be able to see the full offer.
    • Click Continue.
  • 4. Salary
    • Salary Basis: Annual Salary Basis
    • Salary Amount: Total annual salary to be paid over 12 months
      • NOTE: The min and max Salary Range is provided. Any amount over the Midpoint requires additional approvals.
    • Click Continue.
  • 5. Other Compensation
    • Enter other compensation to be applied to this hire by clicking Add, Select a Plan, and provide the required Option.
    • Some examples of Additional Compensation include Moving Allowances, Mobile Communication Devices (MCD), Athletic Supplemental Pay, etc.  See the Individual Compensation QRG, Appendix for options available as well as attachments required for each type of additional compensation.  All types require funding information.
    • Click Continue.
  • 6: Attachments
    • Please attach the Payroll Funding Form here under Internal Documents.
    • Include any other documents as needed. Be sure to add them under the appropriate section. Candidate-facing Documents should only be used for attachments that will become part of the employee’s official employee record.
    • Click Continue.
  • 7. Additional Info
    • Please complete any fields as related to your hire type. Many of these will populate into the offer letter as needed. Campus Phone Number and UW Work Address are required for all benefited offers.
    • If a field does not apply, please leave it blank.
      • ACADEMIC ONLY:
        • For faculty/academic hires, please fill out all fields related to academic status (Faculty/Academic Responsibilities, Additional Expectations, Rank, Tenure information, etc.).
        • These fields will populate the appropriate language in the offer letter.
    • Click Continue.
  • 8. Offer Letter
    • Use the drop-down to select the appropriate Offer Letter. If you do not see the correct letter, click Search.
    • Without typing anything, click Search again.
    • You can now see all Offer Letter options. Select the appropriate letter, this will be confirmed by your Recruiter.
    • You can review all blocks of the offer by clicking Edit.
  • Once you are confident you have provided all needed information, click Save and Close (not Submit).

Do not click Submit. Click Save and Close to draft this offer for the Recruiter to review and complete. Once the Recruiter has completed the offer information, the offer will be routed for approvals. Do not attempt to edit the offer once it has been Saved and Closed. If a change needs to be made, reach out to your Recruiter.

 

Step Twelve:

Finalizing the Hire

Once the Recruiter has reviewed and completed the offer, they will submit it for approvals through workflow. Approvers will receive an email notifying them of an approval pending or can view this in the Bell Icon.

  • After the offer has been approved by the appropriate individuals, the Recruiter will extend the offer to the candidate electronically.
  • Please follow up with your candidate to make sure they review and accept their offer.

After the candidate accepts the offer and the Recruiter has verified that the candidate meets the conditions for employment (background check, MVR, etc.), they will submit the hire for processing.

 

Step Thirteen:

Rejecting and Notifying Unsuccessful Candidates

Your Recruiter will process all rejections and send associated correspondence to rejected applicants.

 

You have now completed the steps of the candidate selection process and offer for benefited hires.

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Details

Article ID: 129601
Created
Sat 3/6/21 6:13 PM
Modified
Thu 12/9/21 4:04 PM