Recruiting and Hiring

Glossary

Glossary terms coming soon

Managing Job Requisitions & Candidates

Create a New Position (for Managers)

Create a Job Requisition (for Managers)

Screening Candidates (for Managers)

 

Completing New Hire Onboarding Tasks

Overview of Onboarding Tasks

Update Personal Information

Update Contact Information

Edit Government IDs

Photo Change

Complete Form I-9

Review Documents

Manage Payment Elections

Change Benefits for Life Event

Complete Federal Withholding Elections

Change Emergency Contact

 

Searching and Applying for Jobs

Find Faculty and Staff Jobs

Apply to Faculty and Staff Jobs (for Internal Candidates)

Forms

 

Submit a Help Request

 

Glossary

Glossary terms coming soon

 

Managing Job Requisitions & Candidates

Create a New Position (for Managers)

  1. After logging into Workday, select the Hiring App in the left-hand global navigation menu.

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  2. The Hiring dashboard allows you to view, create and manage items relating to hiring, such as job requisitions, positions, and so on. Under Actions, click the Create Position button.

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  3. Your supervisory organization should default given your position as manager. Click OK.

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  4. Now enter information about the position. At the top of the page, enter:
     

    • Position Request Reason: You can choose Budgeted, Not Budgeted, or Replacement.

    • Job Posting Title: The title of the Job Posting.

    • Number of Positions: Enter the number of positions.
       

  5. In the Hiring Restrictions tab on this screen, enter:
     

    • Availability Date: Enter the appropriate date. 

    • Earliest Hire Date: Enter the appropriate date.

    • No Job Restrictions: Check is applicable

    • Job Profiles for Job Family: This field will be empty and not editable. 

    • Job Profile: The Job Profile is a record of information about a job including a summary, description, and the job characteristics, such as exempt status, pay rate type, job classification groups, and compensation grade. Positions are tied to a given Job Profile. Select the job profile that matches your position.

    • Job Description Summary: Enter a summary of the Job Description

    • Job Description: Enter the full Job Description

    • Location: Click on All Locations and select Trinity University campus (or a Remote location, if applicable).

    • Time Type: Full Time or Part Time

    • Worker Type: Employee or Contingent Worker

    • Worker Sub-Type: Fixed Term, Fixed Term – Benefit Eligible, Intern, Regular, Retiree, Student, Temporary

    • Critical Job: Check box, if applicable

    • Difficulty to Fill: Difficult, Easy, Hard

    • Comment: Enter a comment about the position. Optional
       

  6. Now click the Qualifications tab. On the Qualifications tab, use the Add (plus sign) button to add information about the following that you may require for this position:
     

    • Skills

    • Education

    • Languages

    • Certifications

    • Work Experience

    • Competencies

    • Responsibilities

    • Training
       

  7. When you are finished, click Submit. This is a business process, meaning there will be multiple steps that must be completed before the process is complete.

  8. When complete, you will receive a notification from Workday that the Create Position process has been successfully completed. 

  9. You may now Create a Job Requisition for the approved position

 

Create a Job Requisition (for Managers)

You will need this information in order to create a job requisition:
 

  • The Supervisory Organization in which the position was created.

  • The Position if you are not creating a new position

  • The Job Profile, if you are creating a new position.
     

  1. After logging into Workday, enter Create Job Requisition into the search bar at the top left corner and press enter.

    Note: You can also access this task by selecting the Hiring App in the left-hand global navigation menu.
     

  2. The Create Job Requisition task will guide you through the process of creating a new job requisition.
     

  3. Your Supervisory Organization should default based on your position. If you are hiring a student, make sure you use the Supervisory Org that has (Students) after it.

    IMPORTANT: If you are the manager of multiple supervisory organizations, you may need to select a different Organization.
     

  4. The next prompt asks you to select Create New Position or For Existing Position. Select Create New Position.
     

  5. Select Employee as the Worker Type and click OK.

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  6. On the Recruiting Information screen, you will enter the Recruiting Details for the job requisition.
     

  • Number of Openings: Indicate the number of openings available for the position
  • Reason (required field): Select from the available options – Recruiting > Post for Competitive Fill or Recruiting > Post Internally Only
  • Replacement: If you are replacing an existing position, you may search for that position in this field for selection. 
  • Recruiting Instruction: Skip this field
  • Recruiting Start Date (required): Defaults to today’s date
  • Target Hire Date (required): Defaults to today’s date. You may leave that date or select the intended hire date for the position.
  • Click Next


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7.    On the Job screen, enter the appropriate details for the requisition.
 

  • Job Posting Title: Enter the title for the position
  • Justification: You may skip this field. 
  • Job Profile: Select the Job Family (Faculty, Staff or Student) and drill down to the appropriate job profile for the position.

  • Job Description: This information should auto-populate from what is selected as the Job Profile.
  • Additional Job Description: You may skip this field as the search plan is provided outside of this process. 
  • Job Families for Job Profiles: This field will be pre populated based on the job profile selection. 
  • Worker Sub-Type (required field): Choose the correct Worker Type. 
  • For a faculty position: Select Regular, Fixed Term (for Part Time Faculty search) or Fixed Term - Benefit Eligible (for Visiting Assistant Professor search)
  • For Staff searches: Select Regular or Temporary (Fixed Term). *These options are the most commonly used for Staff positions. If you don’t think either of these options fit the position, please contact Human Resources for further assistance.


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  • Time Type (required field): Choose from the options provided. 
  • Primary Location (required): Select Trinity University Campus unless otherwise specified. 
  • Primary Job Posting Location (required): Select Trinity University Campus unless otherwise specified. 
  • Additional Locations: Skip this field. 
  • Additional Job Posting Locations: Skip this field.
  • Scheduled Weekly Hours: This field will pre populate with the default hours. 
  • Work Shift: Skip this field.


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  • Skip sections Contract Details, Compensation Details and Questionnaires.
  • Click Next.

    8. Qualifications: You may skip this section, as these details are either part of the job description and/or the search committee will be able to provide a search plan later in the process. Click Next.
  1. On the Organizations screen:
     

  • Company (required field): Select Trinity University
  • Cost Center: Select the Cost Center associated with the department for this position.
  • Costing
  1. Grant: You may add Grant information in this field, if applicable.
  2. Fund: This field will automatically populate with the appropriate fund. 
  • Other
  1. Function: This field will automatically populate with the appropriate function.


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10.     On the Attachments screen, click on Attach to upload documents from your computer (e.g., search plan). *Please note that Faculty searches will require an approved search plan attached per Academic Affairs guidelines.

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11. You may upload additional documents, by clicking on the Add Button. Once the appropriate document(s) is uploaded and click Next.


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12.  On the Assign Roles screen, you are required to assign a Search Committee Chair and a Primary Recruiter. Select Search Committee Chair as the Role. In the Assigned To field, you may search for the employee to be assigned to this role.

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13.  Click the Add button to assign another role, such as Primary Recruiter (required).

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14. Select Primary Recruiter as the Role. In the Assigned To field, you may search for a recruiter to assign to that role by selecting Allowed Assignees > Recruiter (Supervisory) (Unconstrained). Select from the options provided.

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15. You may assign the search committee member roles to committee members by clicking the Add button. Note: If you do not know the members when creating the requisition, the search members can be added later in the process.

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16.  Scroll through the requisition and make sure that the information you are entering for your requisition is correct. Click Next to submit for review

17. When you are ready to submit the requisition, click Submit. The process will now route to the appropriate users for review and/or approval. On the confirmation screen, click Details and Process > Process to view the remaining steps and approvals in the process.
 

18. You will be notified via email when the job requisition has been approved for posting, or if there are additional changes that need to be made.

Screening Candidates (for Managers)

  1.  After logging into Workday, click the Menu in the top navigation bar to access the global navigation.

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  2.  Click on the Recruiting Dashboard menu item.

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  3.  On the Recruiting Dashboard, click on the open job requisition under Manage Job Requisitions to begin screening candidates

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  4.  From the Overview tab, click Review Candidates. Note: An HR Recruiter must move the candidate forward to Manager Screen step.

    Note: Hiring Managers will also receive an action in their Workday Inbox for this task. You may perform this task directly from your Inbox on each candidate.

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  5.  Select the Screen button next to the candidate you wish to screen.

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  6.  On the candidate’s summary page, you may access data about the candidate including contact information, active job applications, work history, activity, resume/cover letter, job applications details, education and more.

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  7.  Click on the options available on the left side menu to access more details about the candidate.

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  8.  After you have screened the candidate, you may Schedule Interview or Decline the candidate. If you Decline the candidate, you will need to indicate the reason why from the available options.

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  9.  Select Schedule to set up an interview.

    Note: The option to schedule will also be available on the candidate’s summary screen and in your Workday Inbox.

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  10.  Prior to scheduling the interview, you may wish to message the candidate to discuss their availability. Select the Candidates tab on the open job requisition screen.


     

  11.  Select the candidate you wish to message, by checking the box next to their name. Click the Send Message button.

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  12.  On the Send Message screen, enter the information in the fields provided.  Fields with a red asterisk are required. Click OK to send the message. Note: At any time in the process, you may send a candidate a message through Workday by following these steps.
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    • Send to: This field will be prepopulated with the number of candidates checked on the previous screen.

    • Contact Method: You may select Email and/or Mobile Push Notification. 

    • Message Template: You may select an available template, if an appropriate one is available. Otherwise, you may leave this blank. 

    • Email: These fields are required if you selected Email as a contact method. 

      • Subject: If you selected a message template this will be prepopulated with text. You may edit the text, as needed. 

      • Body: If you selected a message template this will be prepopulated with text. You may edit the text, as needed.

      • From Display Name: If you selected a message template this will be prepopulated with text. You may edit the text, as needed.

      • From Email Address: This field will be prepopulated with the default email address for all Workday notifications – trinity@myworkday.com.

      • Reply to Email Address: Add the email address you would like to use for replies. 

    • Push Notification: This field is required if you selected Mobile Push Notification as a contact method. 

      • Message: Enter the text you wish to send via mobile push notification.
         

  13.  On the Schedule Interview screen complete the information on the screen. Fields with a red asterisk are required.

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    • Date: Select the Date of the interview. 

    • Time Zone: This will default to your time zone. 

    • Interviewers: You will need to select a minimum of one interviewer. This will default to the Hiring Manager. You may add additional Interviewers, if applicable. 

      • Duration: Enter in the length of the interview

      • Interview Type: Select Phone, In Person or Video

      • Notes: Include notes about the interview, if applicable. 

    • Location Selection: skip this field

    • Overall Comment: You may enter in a comment about this candidate’s interview. 
       

  14.  Click Next.

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  15.  On the next screen, click on the time block during which the interview will take place.

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  16.  The Schedule Interview screen will pop-up on which you may confirm the details, including Start Time. Click OK.

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  17.  The selected time block will now be populated with the interview. If you change the details of the interview, click Schedule. To proceed with the scheduling the interview, click Next.

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  18.  On the Proposed Interview Schedule screen, you may enter in the Subject and Body of an email. This will be sent to the candidate. You may upload any documents relevant to the interview that you wish to share with the candidate.

    Note: If you do not want the email sent by Workday, check the box next to Do not send email.


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  19.  A confirmation message will display verifying that you have submitted the schedule interview for the candidate. From this message, you may visit the candidate’s profile or the open job requisition. To continue tasks related to a candidate, click on the candidate’s name.



     

  20.  On the Active Job Applications section, you will see the tasks associated with the candidate. Click on the Tasks button.

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  21.  Select the task Interview Candidate.

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  22.  On the Give Interview Feedback screen, you will see prepopulated information about the scheduled interview. After the interview is complete, you may provide Overall Feedback.

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  23.  On the next screen, click Done.
     

  24.   Return to the candidate’s profile to complete the next task.
     

  25.  On the Active Job Applications section, you will see the open task associated with the candidate. Click on the Open button.

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  26.  On the Manage Interview Feedback screen, you will see prepopulated information about the interview.

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    •  If the interview was conducted by someone else, you have the option to Send Back to interview feedback. You must choose the interviewer and provide a reason for sending back the feedback. 

    •  You may also Reschedule Interview from this screen.
       

  27.  Click Submit if no further action is needed on the Manage Interview Feedback screen for this candidate.
     

  28.  Return to the candidate’s profile to complete the next task – Interview Decision.
     

    •  To Move Forward, choose from the options provided.

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    •  To Decline, choose the reason from the options provided.

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  29.  When reference checks are complete, you will receive an email in your Workday Inbox titled Reference Check for Job Application. Open the Inbox item and click Submit.

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  30.  Return to the candidate’s profile and select the Screening link in the left side navigation menu to access the reference checks. Click on Reference next to the reference check you wish to review.

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  31.   Review the reference. Click Done when your review is complete.

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  32.  On the Reference Check screen, you may select a Background Check or Decline the candidate selecting one of the available options. In this example, we will select Background Check.

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  33.   Once the background check has been cleared, an offer is sent to the candidate. The offer includes the salary amount and any agreed upon allowances or one-time payments. The offer letter is generated and sent to the candidate via email for acceptance.  To view the offer, visit the candidate’s profile and select Offer from the left side menu.


     

  34.  Upon acceptance, HR moves the candidate forward to the Ready for Hire stage.  The Hiring Manager will receive a notification of hire for the candidate in question. On the Requisition screen, you will see Completion under Step/Disposition for the hired candidate.

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  35.  The Screening/Hiring process now moves on to HR to initiate the New Hire Onboarding process. As part of the onboarding, the hiring manager will be sent the task Onboarding Setup for Hire in their Workday Inbox.

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  36.   On the Onboarding Setup task screen, you may message the candidate with a selection of People to Meet and Helpful Contacts. On this screen, you will have the option to identify these individuals and notify them that they have been selected as a person to meet and/or as a helpful contact. Note: This step is optional.

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  37.  Click Submit. 

 

 

Completing New Hire Onboarding Tasks

Overview of Onboarding Tasks

  1.  After logging into Workday, click the Inbox icon at the top right corner, as circled below. The number that appears on the icon represents the number of items currently awaiting your action.

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 You can also access your inbox from your home page by clicking on Go to All Inbox Items in the Awaiting Your Action section.




 

 Your onboarding tasks will include but are not limited to the tasks listed in the following subsections. Please read through each item for detailed steps on how to complete each of the onboarding tasks.   

Update Personal Information

  1.  On the Edit screen, use the pencil icon   in each section to update your data. Clicking the checkmark icon  after each edit. Fields with a red asterisk are required.
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  2.  When you are finished, click Submit.

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Update Contact Information

  1.  Under Address, click the Add button to enter your primary home address.

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  2.  On the Edit screen, use the pencil icon   in each section to update your data. Clicking the checkmark icon  after each edit. Fields with a red asterisk are required. When you are finished, click Submit.


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Edit Government IDs

  1.  Click the plus sign under Proposed IDs to add a National ID (e.g., Social Security Number (SSN), U.S. Individual Taxpayer Identification Number (ITIN)).

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  2.  Enter the relevant national ID information for the selected ID type. Click Submit. 


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  1.  Upon submission, the government ID submission will route to HR for approval.

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 Upon HR approval of the submitted government ID, additional new hire onboarding steps will appear in your Workday inbox. You can access your inbox from your home page by clicking on Go to All Inbox Items in the Awaiting Your Action section.

Photo Change

 Please consult the "Add or Change Photo" quick reference guide.

Complete Form I-9

  1.  Select the inbox item Complete Form I-9. Note: If you need to leave this screen for any reason, make sure to click the Save for Later button. The Cancel button will end the process.

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  2.  The following fields will auto populate with the information entered in the first set of onboarding steps:
     

  •  Last name
  •  First name
  •  Address
  •  Date of Birth
  •  Social Security Number
  •  Email address
  •  Phone Number


            Note: There are other fields that do not auto populate. Please review those fields and complete them if applicable.

3. Select the appropriate citizenship status. Note: If you identify that you are an alien authorized to work…additional fields will appear for you to populate.

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4. Under the Signature of Employee heading, you must check the I Agree checkbox to move forward.

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5. Under the “Preparer and/or Translator Certification” heading, you must specify whether you used a preparer or translator. If you used a preparer or translator, you would need to supply information about that person in this section.
 

6. Once finished, click Submit.

    *Please note you will need to come to the HR Office in Northrup Hall 210 to show your proper forms of identification as required by the Department of Homeland Security for the I-9 form.

Review Documents

  1.  Select the Review Documents task in your Workday inbox.
     

  2.  Review the documents by clicking on the PDF links provided.
     

  3.  For each document, click the checkbox next to I Agree to acknowledge the accompanying statement. Note: Each document must be signed/acknowledged before submitting the task.

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  4.  Click Submit.

Manage Payment Elections

  1.  Select the Manage Payment Elections task in your Workday inbox to select your Preferred Payment Methods for Expense Payments and USA Payroll Payment as well as enter Account Information for Direct Deposit. Note: Preferred Payment Methods default to Direct Deposit. If you wish to update these fields to Manual, click in the field to change the method.

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  2.  Under Account Information enter your banking account information for direct deposit.

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  3.  Click OK.
     

  4.  On the next screen, review your accounts and payment elections. Click Submit.

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Change Benefits for Life Event

  Please consult the "Change Benefits for Life Event" quick reference guide.

Complete Federal Withholding Elections

  1.  Select the Complete Federal Withholding Elections task in your Workday inbox.
     

  2.  Enter W-4 Data, as requested. Fields with a red asterisk are required. You must check the I Agree checkbox to move forward.

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  1.  When you are finished, click Submit.

Change Emergency Contacts

 Please consult the "Change Emergency Contact" quick reference guide.

Searching and Applying for Jobs

Find Faculty and Staff Jobs

  1. After logging into Workday, click the Menu in the top navigation bar to access apps available in global navigation.

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  2. To add the Career App to your Menu, click on the Add Apps button at the button on the global navigation panel.

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  3. Type in the Search field to find the app you wish to add. In this example, we searched for “career.”  Click the plus sign icon to add a new app.

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  4. The app will be added to your menu.

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  5. Select the Career App from the global navigation menu.

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  6. On the Career dashboard, select Find Staff and Faculty Jobs under View.

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  7. The Find Staff and Faculty Jobs report enables you to search for and filter job requisitions. You can search by text or search facets, such as Full/Part-time, Hiring Manager, Job Family, and more.

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  8. Click on the hyperlinked position to view job posting details.

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  9. From the View Job Posting Details screen, you may Apply for the position and Create Job Alert.

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Apply to Faculty and Staff Jobs (for Internal Candidates)

  1. Click on the Apply button to Apply to Job.

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  2. Review the information on the Apply to Job screen.

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    1. Click the "Go to your profile" button to update your prior work experience and education on your Career profile.

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    2. Once you have saved your changes, use the back button on your browser to return to your application or search for the job again to complete your application with the newly entered information.
       

  3. Upload your Resume/Cover Letter and click Submit to Apply.

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  4. The application will now be available from your Career profile under My Job Applications.

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For more information about open positions, please contact Human Resources. 

 

Forms

There are currently no forms for these topics.

 

Submit a Help Request

For additional help, please use the Workday Support Request Form or send an email to transform@trinity.edu.

Details

Article ID: 152193
Created
Tue 11/15/22 5:57 PM
Modified
Thu 1/19/23 1:58 AM