Hiring Procedures in Workday

BYU has adjusted the service delivery model for HR and Finance services across campus. For HR, this means that many business processes previously executed on the department or area level will be moved to either self-service or BYU Human Resource Services. DESO is now merged into the HR Recruiting Office but will still primarily operate out of the University Services Building. BYU Human Resource Services now provides much of the same support that DESO provided in the past.

Dining Services worker positions are classified into three categories for purposes of recruitment and position management: full-time, part-time core support, and part-time specialized support. Read the sections below to learn more about Dining Services and Human Resources recruit and onboard new employees in these three categories.

Core Support Hiring Process (Dining Hiring Portal)

Primary Recruiter: HR Recruiting Office (assisted by HR Operations Center, area recruiting contacts, and managers)

Core support positions are:

• Part-time positions whose recruitment has historically been managed using the Dining Hiring Portal (hiring.byu.edu) and assisted by DESO
• Positions where the manager of the position doesn't need to conduct the interview personally.
• ~95% of Dining part-time positions.

Part-Time Core Support Hiring Process

1. Managers communicate staffing needs to the Recruiting Office (DESO) through open shifts on their master schedule in WhenToWork.
2. Recruiting Office posts job requisitions for Dining core support positions on the Workday Jobs Hub. This has replaced Y-Jobs.
3. Student applicants view the jobs posted in Workday but use the link in the job requisition to apply on the Dining Hiring Portal (hiring.byu.edu) application. PT Staff applicants need to apply both places.
4. Recruiting Office are responsible for steps 1-4 on the DHP application (reviewing the application, offering the schedule and area, etc.). This follows the same process as before. Area recruiting contacts and managers are invited to assist in these efforts as they are able.
5. Recruiting Office sends a “Next Steps” email to the new hire communicating their schedule and next steps in the onboarding process (DHP Step 5), cc’ing the manager, area recruiting contact, and HR Ops Center. This is the handoff point of the new hire from the Recruiting Office to the HR Ops Center (new consolidated employment office located where Student Employment was). This email also includes instructions for scheduling the area orientation with the area recruiting contact.
6. HR Ops Center will initiate the Workday Direct Hire for applicants in the Dining Hiring Portal. It will be a couple of days before a couple of students from DESO are transferred to the HR Ops Center with access to the hiring portal, so we need department managers to help out with this for the 51 new Winter hires not processed yet.
7. Completion of onboarding tasks start. Managers of new hires will receive the Onboarding Setup task in Workday before their employee can start their onboarding task (logging into Workday, completing their I-9, etc.).
8. Once the hire is finalized, Ops Center can add additional jobs to the employee if they will be working more than one position (DHP steps 8-9).
9. Area Recruiting Contacts check off orientation completion in the Dining Hiring Portal (DHP step 10).

Core Support - Dining Hiring Portal Steps

Additional notes on each step on the hiring process on the portal.

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* - Area recruiting contacts and managers support steps 1-4 for student applicants as needed, especially during peak times.

Hiring Process for Other Employees (Full-Time Staff and PT Specialized Employees)

Primary Recruiter: Manager (supported by Carter Sites and HR Recruiting Office as needed)

Workday Hiring Process: Student Positions

1. Manager receives authorization to create/fill position.
2. Manager creates the job requisition in Workday. Carter can assist with this if needed. As part of this process, manager can add additional "primary recruiters" to support the hiring process. The job requisition is then posted on Workday for student applicants. Video Walkthrough.
3. Recruiter reviews applications and interviews candidates. Video Walkthrough.
4. Job is offered and accepted, then hire is initiated in Workday. Video Walkthrough.
5. Manager helps new hire complete onboarding tasks in Workday.

Workday Hiring Process: Staff Positions

1. Manager receives authorization to create/fill position.
2. Manager creates the job requisition in Workday. Carter can assist with this if needed. As part of this process, manager can add additional "primary recruiters" to support the hiring process. The job requisition is then posted on Workday for staff applicants. Video Walkthrough.
3. Recruiter reviews applications and interviews candidates. A candidate is submitted for clearance checks. Video Walkthrough.
4. Job is offered and accepted . Video Walkthrough.
5. Hire is initiated in Workday.
6. Manager helps new hire complete onboarding tasks in Workday.

Authorization to Create or Fill Positions

Managers have increased access in Workday to initiate hires, but should only do so when the hire is authorized by Dining Services management.

Once authorized, new positions are created by Byron Noel, Dining's HR Business Partner. Byron can also remove open positions that are no longer needed.