Hiring the Internal Applicant

Once the applicant's application status for a job posting is Recommended for Hire, Human Resources staff will be able to complete the hiring process for the applicant.

To complete the hiring processing, the appropriate Human Resources staff member will access Human Resources > Entry & Processing > Recruitment > Applicant Overview.

On the Applicant Overview page, the staff member will enter criteria and then click Find to locate the applicant record.

Once the applicant is located, they will click the Pencil icon in the Edit column to display the Applicant Details page.

The staff member will expand the Application section of the Applicant Details page. They can click the Applicant Selection link to review the information recorded by the hiring manager in the Applicant Review page.

Once the Applicant Selection page has been reviewed, a staff member will click the Pre-Employment Checklist link to complete any checks and verifications required before an applicant can be hired. Once all the checklist items have been approved the Human Resources staff member will click Checklist Complete, which will email a different Human Resources staff member that this has been completed and the approval to hire processing can begin.

That Human Resources staff member will click the Applicant Recommendation in the Application section of the Applicant Details page.

On the Applicant Recommendation e-Form, the staff member will enter any additional information about the applicant and click Submit. At that time, the user defined on the approval group setup for workflow task 109-Approve Applicant Hire, or their delegate, receives the Needs Approval notification. They will need to access the Applicant Recommendation e-Form to complete the approval.

To display the Applicant Recommendation approval e-Form, the approver or delegate will double-click the workflow activity in the Activities tab/panel or click the link in the email.

The approver or delegate will review the e-Form, select the approval action for their level, and then click Submit.

• If the approval action was Approved and the approver or delegate is the only approval level, the application status is updated to Hired. The Approved workflow notification is sent to the staff member that initiated the Applicant Recommendation workflow and, if applicable, the Notification workflow notification is sent to the user defined on the approval group setup for workflow task 110-Applicant Approve Notification.

• If the approval action was Approved and the approver or delegate is only one of several levels, the Needs Approval workflow notification is sent to the approver or delegate on the next level.

• If the approval action was Denied, the application status is updated to Rejected for Hire, the Denied workflow notification is sent to the staff member that initiated the Applicant Recommendation workflow, and the workflow ends. The applicant cannot be hired with this e-Form. If the e-Form was denied in error, a staff member will need to re-initiate the Applicant Recommendation.

If the applicant was hired for the final position available for the job posting, an email will be sent out to dispositioned and non-dispositioned applicants informing them that they were not selected for the position.

Once the applicant is hired, a Human Resources staff member will click the Employment Checklist link in the Application section of the Applicant Details page to complete any items required to bring the new employee on-board. Once all the checklist items have been approved, the staff member will click Checklist Complete, which will email a different Human Resources staff member that the checklist has been completed.

A Human Resources staff member will be required to access employee information for the hired internal applicant. All pages for the employee record will need to accessed, reviewed, and updated.