This document provides HR Partners (HRPs) and Primary Recruiters with instructions on hiring multiple candidates from a single job requisition in Workday.
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· The Batch Hire process is a multiphase process that involves HRPs, Primary Recruiters, and Recruitment and Retention Specialists.
· As of June 28, 2021, all UChicago staff, seasonal, and temporary staff positions must have an associated job requisition to complete the Hire, Add Additional Job, or Change Job processes.
· The Create Job Requisition business process enables HRPs to create new requisitions and positions simultaneously.
· Multiple positions can be created under one individual requisition.
· Job requisitions are required for both competitive and non-competitive searches.
· Job posting is required only for competitive searches. Each position must be posted for a minimum of 7 calendar days, but no longer than 6 months. A competitive search is required for all Staff Benefits Eligible positions. If an attempt is made to unpost a job requisition before seven days have passed, the request will be routed to a Recruitment & Retention Specialist for approval.
1. Log into Workday using your CNetID and password.
2. There are two scenarios in which the batch hire process may be required:
a. When the unit knows from the start that the requisition will have multiple openings.
i. HRPs must create a job requisition with multiple positions, specifying the number of positions needed in the appropriate field. Please refer to the Creating a Job Requisition and Position in Workday Knowledge Base Article for guidance on this process.
1. All positions created using this process will be assigned the same attributes.
2. When multiple positions are created at once, the positions become independent objects in Workday once approved. They will all have the same name but will have a unique number that differentiates them from each other.
ii. For more details on managing applicants in Workday, hiring candidates from competitive or non-competitive searches, reference check questions, and other related topics, please review our Career and Recruiting Knowledge Base Articles.
b. When the unit determines that there are multiple candidates they wish to hire after a requisition has been created and the recruitment process is ongoing, but the original requisition does not have enough positions available.
i. HRPs must create new job requisition(s) specifying the number of positions necessary for the additional hires. Please refer to the Creating a Job Requisition and Position in Workday Knowledge Base Article for further instructions.
1. The new requisition(s) must be exact duplicate(s) of the original, meaning they should have the same job profile, time type, organization assignments, etc. To achieve this, use the Copy Details from Existing Requisition option when creating the new requisition(s), ensuring that all requisition attributes match.
2. When selecting a Reason for the new requisition(s), New Position > New Position: Posting Exception must be chosen. Additionally, the following Comment should be entered in the corresponding box located at the bottom of the Summary tab: DO NOT Post–Batch Hire for JRXXXXX [insert original requisition number].
a. This will inform the Budget Office and the Recruitment and Retention Specialists team not to post the new requisition(s) and that the applicant pool from the original posted requisition will be utilized.
3. If there are existing requisitions with the proper attributes, they can be utilized to hire additional candidates.
ii. After the requisition(s) to be used for hiring additional candidates have been created/identified and approved, HRPs or Primary Recruiters are required to submit a Request Batch Hires in Workday ticket in ServiceNow. This is to facilitate the copying of candidates from the original job requisition to the new requisition(s).
1. For competitive searches, the original job requisition must be posted for at least 7 days to generate an applicant pool before a ServiceNow request can be submitted.
2. Additionally, candidates identified for hire must have completed reference checks and must be in the Reference Check stage before the submission of the request in ServiceNow. Candidates must remain in this stage in the original requisition throughout the entire batch hire process and must NOT be advanced beyond this point in the original requisition.
3. The information required for the ticket includes:
a. The original job requisition number.
b. The number of candidates that need to be copied over.
c. The numbers of the new job requisitions to be used for hiring the additional candidates.
d. The first and last name(s) of the candidate(s), along with the associated candidate ID(s).
e. The target hire date.
f. The name of the Primary Recruiter from the original requisition.
4. Once the ticket has been submitted, the Primary Recruiter must add the following comment to the Candidate's Profile in Workday, within the Activity stream: Requested copy to another requisition per ServiceNow ticket [insert ticket number].
iii. The ticket will route to the Recruitment and Retention Specialists team, who will ensure all requirements listed in the previous step are met. If these requirements are not fulfilled, the ticket will be closed. A new ticket must then be submitted once the criteria are met.
1. Recruitment and Retention Specialists will facilitate the copying of candidate profiles from the original requisition to the new requisition(s) designated for hiring. It is important to note that the ability to copy candidate profiles from one requisition to another is reserved exclusively for the Recruitment and Retention Specialist team.
2. Once all candidates have been successfully copied, the Recruitment and Retention Specialists will close the ticket. They will notify the requester that the task is complete and provide a list of candidates along with the positions and requisitions to which they were copied.
iv. When the ticket has been completed, HRPs or Primary Recruiters are required to search for the new job requisition(s) to verify that the candidate(s) have been accurately copied over. Following this verification, they should then proceed to manage or advance the candidates as necessary in the new requisition(s). For additional information, please consult our Career and Recruiting Knowledge Base Articles.
v. Candidate(s) who have been copied over to the new requisition(s) must be dispositioned in the original requisition by the Primary Recruiter.
1. Access the original requisition, navigate to the Candidate Grid, and check the box next to the name(s) of the candidate(s).
2. Select the Decline button at the bottom of the screen.
3. Use the Hamburger Menu to choose the Disposition Reason. Select Batch Hire – Copied to New Job Requisition from the available options.
a. This disposition reason is available only in the Reference Check stage of the process.
b. DO NOT send a disposition message at this stage to avoid negatively impacting the candidate's experience, as the candidate is not being eliminated from consideration but is being copied to another job requisition.
4. Select OK to complete the process.
vi. Please note that the final candidate(s) being hired must be processed through the original job requisition, utilizing the available positions.