Hiring Manager Guide: Hiring
Step 5. Hiring Stage
Initiate the offer in Workday
Once the candidate has accepted the verbal offer, the formal written offer may be initiated in Workday. The Hiring Manager should move the candidate forward to the offer stage in the Workday funnel, which will trigger a propose offer task for the Talent Liaison to review and confirm compensation.
Once approved, the task will route to the Hiring Manager to review and then to the candidate to sign. The Hiring Manager should email the candidate to let them know their formal written offer is coming and provide them with a deadline to accept the offer.
What happens if the candidate wants to negotiate the offer?
If the candidate would like to negotiate salary or other compensatory benefits, they may decline the offer and counter via Workday. If their request is higher than what is budgeted for the position in Workday, Compensation and Budget will be required to approve the requested salary before the revised offer is resent to the candidate.
Candidate completes pre-employment screenings
Faculty and staff employment at Wake Forest is contingent upon successful pre-employment screenings. Once the candidate has signed the formal written offer letter in Workday, the Hiring Manager and Talent Liaison will receive the “Background Questionnaire” task in Workday. Additional checks may be required for drug screening, education verification, credit check, or motor vehicle record depending on the position.
Email Template: Hiring Managers should use this Pending Pre-Employment Screening email Template to provide the candidate with information about the pre-employment screening process and what they should expect.
The University’s pre-employment screening vendor, HireRight, will contact the candidate via the email address provided during the application process. The candidate should complete the online questionnaire within 48 hours of receipt. If a drug screen is required, the candidate will be required to complete this step no later than two days after submitting their consent and information to HireRight.
The background screening process typically takes 5-7 business days to complete once all information has been submitted, but could take longer depending on how many state agencies are required to respond.
What happens if the candidate fails their background screening?
In the event of a failed background screening, the Recruiter will inform the Hiring Manager. HireRight will let the candidate know that they did not meet the University standards. The candidate may request a copy of their results within 60 days of being notified and dispute the results.
Toolkit: View the Background Check Toolkit for an overview of the background screening process, including what types of checks are required and how results are reviewed.
Disposition the candidate pool
Upon successful completion of their background screen, the candidate officially begins their onboarding journey at Wake Forest! The Hiring Manager should first email rejection letters to each candidate they interviewed via Zoom or in-person.
Email Template: Hiring Managers should use this Finalist Rejection Email Template to send personalized email to finalists who will not be receiving an offer. This email should keep qualified candidates “warm” and invites them to apply to other positions.
The Hiring Manager should then disposition all candidates in the Workday funnel. Beginning June 2024, Hiring Managers should use the disposition category “hiring manager to notify candidate outside of Workday” and then select the correct reason code. This will prevent the candidate from receiving an automated disposition email from Workday.
Archive any documentation and records
As outlined in the Recruitment and Selection Policy, all hiring documentation, including employment applications, resumes, and search committee records should be retained for a minimum of five years after termination. Faculty curriculum vitae should be retained indefinitely.
Wake Forest University Human Resources
P.O. Box 7424, Winston-Salem, NC 27109
askHR@wfu.edu | P 336.758.4700 | F 336.758.6127