Background Check & Sexual Misconduct Statement Workflow for Staff

The information below outlines the sexual misconduct statement (SMS) and background check (BGC) flow in the Workday Recruit process.

To review the full recruitment process for Staff, go to the Staff Recruitment Toolkit home page.

Workflow

Open a panel below for details.

The Workday action notifies your HRS Service Team to initiate the Sexual Misconduct Statement process.

The application must be assigned to a job requisition (not an evergreen requisition) to initiate the “SMS Process”, “Background Check” or “Request to Offer” actions in Workday.

Depending on the candidates’ employment history, the Sexual Misconduct Statement (SMS) process may take up to 3 to 5 business days. SMS process is completed outside of Workday.

The SMS process is in compliance with Washington State law. Refer to RCW 28B.112.080, Sexual Misconduct – Offers of Employment – Requirements. For more information, visit the Sexual Misconduct Statement Guideline page.

Once the HRS Service team approves the offer request, Workday will send an inbox “To-do” task to the Primary Recruiter with instructions for making and documenting a verbal offer.

WSU requires all offers to be approved by an Appointing Authority. Review university policies Recruitment and Selection of Administrative Professional Personnel (UPPM 60.17) and Recruitment and Selection of Classified Positions (UPPM 60.18) for more information.

Verbal offer must contain the following information:

  • Offer is contingent upon successful background check (if the recruitment requires a background check)
  • Position title offered
  • Salary offered – not to exceed posted salary on job requisition
  • Tentative start date
  • Other employment conditions (relocation, startup, hiring incentives, etc.)

Candidates may engage in negotiations during the verbal offer process.

Hiring department must provide the candidate written confirmation of verbal offer using the Working applicant message template title “Verbal Offer Contingent on Successful BGC”. The Recruiter will select the final candidate in Workday, click the Send Message button, and select the “Verbal Offer Contingent on Successful BGC” message template. The Recruiter will need to edit the relevant sections of the message template and remove instructional text before sending the Workday message to the candidate.

Candidates may engage in negotiations after receiving the verbal offer confirmation message. Once verbal offer is extended, their Workday applicant status can move to “Background Check” action.

Go to the Background Checks page to review available background check packages and the base prices. Background package choice is submitted through the Workday process. Contact your HR Service Team for questions or advice.

Refer to Background Checks (UPPM 60.16.) for background check policy.

Depending on candidates’ promptness in providing personal information to our third-party vendor, a standard Background Check may take up to 3 to 5 business days; add-ons may take up to 10 business days.

Once completed, the HR Service Team will review the background check results. If background check requires consultation with the department, HR Consultant will follow up with the Appointing Authority. If satisfactory, your HR Service Team will approve “Background Check” action in Workday. This will move candidates’ status forward in Workday.  

The background check status listed as “Completed” in Workday does not mean the Background Check results review is completed. For example:

Background check
Screenshot from Workday showing the Background Check Status as “Completed”

Before moving forward with the offer letter or employment agreement, ensure the application status in Workday is listed as “Make Background Check Decision.”

Submit the employment agreement to be reviewed and approved by the Appointing Authority and HR Service Team.

Workday will route official offer letter to the Appointing Authority. After the Appointing Authority approves the offer letter, the candidate can access the official offer letter in their Workday applicant account.

If the candidate wishes to renegotiate offer terms, HR Partner will move candidate’s Workday status to “Renegotiate Offer”.

Contact your HR Service Team if you have any questions or concerns during this process.

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