Staff Recruitment Toolkit

Staff Recruitment Process

Human Resource Services has created the following tools, broken into 5 distinct phases to provide assistance and guidance for the recruitment and hiring of Administrative Professional (AP) and Classified Staff (CS) positions.

The HR Service Team for each area/ college is available to assist with appropriate recruitment and hiring processes, including the use of Workday Recruit.

For quick access to Workday, click here.

Phase 1: Prepare

Familiarize yourself with WSU’s recruitment process and policies, or refresh your knowledge of the search process:

Trainings:

Staff Recruitment Basics: WSU custom online training (WSU login required).
HERC Virtual Recruitment Toolkit (Member login required)
- All WSU employees can create an account under institutional membership.
Implicit Association Test: IATs (Implicit Association Tests)
- Tools to demonstrate and examine conscious and unconscious divergences related to attitudes and beliefs about race, gender, religion, sexual orientation, disability, and other social categories.
Reviewing Applicants: Research on Bias and Assumptions (provided by WISEL).

Guides:

Staff Recruitment Checklist: Search committee roles and responsibilities checklist.
Search Committee Guide: Search committee roles and responsibilities guide.
Candidate Guest Guidelines: Details on inviting guests (spouse, partner, etc.) to on-campus interviews.

Templates:

Recruitment Planning Template: Step by step guide for developing a recruitment strategy.
COMING SOON: Job Posting Templates: Utilized to create job postings for Staff, Civil Service, Collective Bargaining, and Service positions published on WSU.EDU/CAREERS.
- Staff Posting Template
- Civil Service (CS) Posting Template
- Collective Bargaining Posting Template
- Service Posting Template

Policies:

Evaluation Tools:

Evaluation Form: Sample evaluation document to use open forums.
Evaluation Ranking Matrix: Sample evaluation document.
Feedback Form: Sample evaluation document to use during campus visits, small groups, or other meetings.

Phase 2: Advertise & Outreach

Develop and execute your outreach strategy to attract a diverse pool of qualified applicants:

Resources:

Staff Outreach and Advertising: Sample advertisements and diversity recruitment resources.
Outreach Tools: Advertising resources, social media tools, and talent pool databases for Faculty and Staff positions.

Guides:

Diversity Recruitment Advertising Guide: JobElephant’s annual Diversity Media Analytic Exclusively report for 2024.
Create, Edit, and Close Job Requisition: Refer to Workday Recruiting Guide.

Policies:

EP12 – Equal Employment Opportunity Policy.

Phase 3: Screen & Interview

Use these tools to conduct an interview that positively promotes employment opportunities at WSU:

Screening Guides:

Workday Recruiting Guide: Manage Job Application.
Candidate Screening Guide via LinkedIn Talent Solutions.
NEW: Work Authorization Questions Guide
Candidate Experience: Recommended resources and samples to help create a
positive candidate experience.

Interview Resources:

Interview Checklist: A guide for the search committee.
Sample Interview Questions: Tips for interviewers and sample
interview questions.
Guest Guidelines: On-Campus Interviews.

Applicant Communication:

Staff Not Hired Reasons: Applicant Evaluation.
Applicant Notification: Unsuccessful Candidate After Initial
Evaluation (Sample letter).
Applicant Notification: Unsuccessful Candidate After Screening
Interview (Sample letter).
Applicant Notification: Unsuccessful Candidate After Campus
Interview (Sample letter).

Phase 4: Perform Reference, Sexual Misconduct Statement & Background Checks

Take a deep dive into the candidate’s background by performing reference and background checks:

References:

Reference Check Form (Sample document)
Best Practice Tips for conducting references via email.

Sexual Misconduct Statement (SMS):

Sexual Misconduct Statement Guidelines.
- Prior to an offer of employment, WSU must comply with RCW 28B.112.080 in regard to Sexual Misconduct. To comply with this law, hiring departments may not make an offer of employment until approved by HRS.
Offer letters are generated in the Workday system.
NEW: Workday BGC & SMS Workflow Guide – Staff

Background Checks (BGC):

Background Checks (BPPM 60.16): Review the WSU policy on.
Background Check Program: Information for hiring managers and search committees.
NEW: Workday BGC & SMS Workflow Guide – Staff

Phase 5: Hire & Onboard

Onboarding Resources:

Workday Staffing Guide: New Hire Onboarding (Employee and Contingent Worker)
New Hire Onboarding: Benefits, orientation, and other information for the new hire.

Retention Resources:

University Records – Retention and Disposition (BPPM 90.01)
Search Documents Retention: Overview of required documentation.
HERC Retention Resources (Member login required)
- All WSU employees can create an account under institutional membership.