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Where is My Candidate at in the Hiring Process?

The Different Steps & Statuses in HCM Recruiting

Below are all statuses possible in HCM Recruiting, with some notes for each.

Requisition Status & Status Details

Draft - Hiring Manager or Hiring Manager Assistant has initiated a Requisition and saved it.  HM/HMA will need to complete the requisition and Request Approval.

Pending - Hiring Manager or Hiring Manager Assistant has submitted the Requisition for review/approval, which is in progress.

  • To Be Approved - HM/HMA can check who the Requisition is pending by viewing the Approvals tab.
  • Rejected - Requisition has been rejected along the approval chain.  Hiring Manager and/or Hiring Manager Assistant should view the Approvals tab to see any noted comments.  HM/HMA will need to make appropriate edits and resubmit for review/approval.

Open - Requisition has been reviewed by the Recruiter and is currently posted.

  • Approved - Requisition is approved to be posted by the Recruiter.  Recruiter will post the position and provide the Hiring Manager and Hiring Manager Assistant a link for the posting.
  • Posted - Requisition is currently posted.

Filled - The number of openings has been met and candidate's for this requisition submitted and processed.

Canceled - Requisition has either been canceled by the Hiring Manager, Hiring Manager Assistant or Recruiter due to failed pool, duplicate requisition or other potential unfixable error with the requisition.

Deleted - Requisition was created in error and has been deleted by either the Hiring Manager, Hiring Manager Assistant or Recruiter.

Benefited Requisition - Candidate Step & Status Details

Screen

  • Hiring Manager Phone Screen - This status is only to be used if the Hiring Manager contacts the candidate prior to 1st round interviews (Ex: contacting to ensure still interested, contacting to ensure salary is acceptable, if non-negotiable, etc).  This status is NOT to be used for Phone Interviews - please request approval for that action (see below status).
  • Request EEO Approval or Request Approval for 1st Round Interviews - Hiring Manager or Assistant marks candidates for review/approval in the system.
  • EEO Approved or 1st Round Interviews Approved by HR - Recruiter or EEO representative has provided their approval to move forward with 1st round interviews.
  • Rejected - Hiring Manager or Assistant marks candidate that is no longer being considered.
  • Withdrawn - Hiring Manager or Assistant marks candidate that has withdrawn from consideration.

Interview

  • 1st Interview Scheduled - Hiring Manager or Assistant indicates 1st round interviews are scheduled.
  • 1st Interview Completed - Hiring Manager or Assistant indicates 1st round interviews are completed.
  • Proceed to 2nd Round Interview - Hiring Manager or Assistant indicates candidates progressing to a 2nd round of interviews.
  • 2nd Round Interview Scheduled - Hiring Manager or Assistant indicates 2nd round interviews are scheduled.
  • 2nd Round Interview Completed - Hiring Manager or Assistant indicates 2nd round interviews are completed.
  • Proceed to Reference Check - Hiring Manager or Assistant indicate candidates moving forward to the Reference Check stage.  Do NOT progress candidates further than this status.
  • Rejected - Hiring Manager or Assistant marks candidate that is no longer being considered.
  • Withdrawn - Hiring Manager or Assistant marks candidate that has withdrawn from consideration.

Reference Check (Recruiters Only)

  • Sent to Candidate - Recruiter will initiate the reference check for candidates indicated by the Hiring Manager or Assistant.
  • In Progress - System generated status indicating that the candidate has provided information for their references and the check is in progress.
  • Completed - System generated status indicating that the references for the candidate have provided their feedback for the candidate and the Reference Check Report is available.  Recruiter will download the report and send it to the Hiring Manager or Assistant.  This report is confidential and cannot be released to the candidate or others not associated with the search.
  • Withdrawn - Hiring Manager or Assistant marks candidate that has withdrawn from consideration.

Pre-Offer

  • Candidate Selection Under Hiring Manager Review - Final Candidate Selection is currently being deliberated by the Hiring Manager or Assistant.  No offers can be made at this stage.  The Hiring Manager or Assistant MUST provide their final and complete matrix to HR and/or EEO for review.  See next step.
  • Submitted for EEO Review or Submitted for HR Approval - Hiring Manager or Assistant have marked the final candidate(s) for review/approval.  Hiring Manager or Assistant MUST provide their final and complete matrix to HR and/or EEO for review.
  • EEO Approved or HR Approved - HR and/or EEO have performed the final review and approve the Hiring Manager or Assistant to move forward with VERBAL negotiations.
  • Verbal Offer to be Made by Hiring Manager - Hiring Manager or Assistant indicates the verbal offer has been made to the top candidate.
  • Verbal Offer Accepted - Hiring Manager or Assistant indicates the verbal offer has been accepted by the top candidate.
  • Proceed to Written Offer - Hiring Manager or Assistant indicates which candidate will be receiving a written offer or Certificate of Employment.  Do NOT progress a candidate past this step - recruiter will initiate the offer process.
  • Pre-Offer Rejected - Hiring Manager or Assistant marks candidate that is no longer being considered.
  • Pre-Offer Withdrawn - Hiring Manager or Assistant marks candidate that has withdrawn from consideration.

Offer (Recruiters Only)

  • Offer to be Made - Recruiter will initiate and create the offer.
  • Rejected - An approver on the offer workflow/approval chain has rejected the offer for some reason - The recruiter will view the comments in the offer history and reach out to the Hiring Manager or Assistant if necessary.
  • Has Declined - The top candidate has declined the offer.
  • Draft - The offer has been drafted by the recruiter.  The offer has NOT been submitted for review or approval at this time.
  • Approval in Progress - The offer approval is currently in progress and is pending one or more approvers.
  • Approved - The offer has been approved.  Next available action is for the Recruiter to extend the offer to the candidate.
  • Extended - The recruiter has extended the offer to the candidate.  The candidate MUST review and electronically accept the offer.  Instructions are emailed to them.
  • Accepted - Offer has been accepted by candidate.  The next available step is for the recruiter to either finalize the hire, proceed to the 2nd pass if SSN/DOB/Gender is missing or initiate a background check if required.
  • Refused - The offer has been refused by the candidate and is possibly in negotiations with the Hiring Manager or Assistant.

Post-Offer

  • Invite to Second Pass - To complete the hire, SSN, DOB and Gender are needed and not collected at time of original application.  HR requests a "2nd pass" application to collect this from the candidate.  The candidate receives and email with detailed instructions on how to provide that information to HR.
  • 2nd Pass Complete - SSN, DOB and Gender have been provided by the candidate and the Recruiter may finalize the hire or initiate a background check, if required.
  • Request Screening Service - The recruiter has initiated the background check process.  The candidate has received an email to initiate this step with detailed instructions.  Email comes from our 3rd party vendor: Sterling Talent Solutions.
  • Background Check In Progress - The candidate has provided the necessary information and their check is currently in progress
  • Background Check Completed - The background check is completed and pending review from the appropriate Recruiter.  Once reviewed, the recruiter will either contact the department or finalize the hire.
  • Proceed to Hire - Recruiter only step indicating the hire is ready for processing.

Hire (Recruiters Only)

  • To Be Hired - Recruiter only step that indicates the hire is ready for processing.
  • Hired-External - Recruiter only step that indicates the Recruiter has submitted the hire for HR Records to process. 
  • Hired-Internal - Recruiter only step that indicates the Recruiter has submitted the hire for HR Records to process.  

Non-Benefited Requisition - Candidate Step & Status Details

Work Study New (for Work Study positions only)

  • Work Study New - Candidate has applied to the job.  It's the Hiring Manager or Assistant's responsibility to enter the appropriate information to verify Work Study eligibility in the system.  Instructions are provided to the Hiring Manager and Assistant upon posting of the job by the recruiter.
  • Work Study Failed Screen - System eligibility check has run and the student either has not been awarded work study for the term selected, or there is a potential data entry error in the W# or other entered information.  Hiring Manager or Assistant should double check information entered and resubmit, if necessary.
  • Work Study Passed Screen - Candidate is confirmed as work study eligible and may proceed in the work study hiring process.

Screen

  • Proceed to 1st Round Interview - Hiring Manager or Assistant have marked candidates indicating which are moving forward for a 1st round interview.
  • Not Considered - Hiring Manager - Hiring Manager or Assistant marks candidate that is no longer being considered.
  • Withdrawn - Hiring Manager or Assistant marks candidate that has withdrawn from consideration.

Interview

  • 1st Interview Scheduled - Hiring Manager or Assistant indicates 1st round interviews are scheduled.
  • 1st Interview Completed - Hiring Manager or Assistant indicates 1st round interviews are completed.
  • Proceed to 2nd Round Interview - Hiring Manager or Assistant indicates candidates progressing to a 2nd round of interviews.
  • 2nd Round Interview Scheduled - Hiring Manager or Assistant indicates 2nd round interviews are scheduled.
  • 2nd Round Interview Completed - Hiring Manager or Assistant indicates 2nd round interviews are completed.
  • Proceed to Written Offer - Hiring Manager or Assistant should use this step to indicate who is being hired - in the comments please note start date and hourly wage for Recruiter to input for review/approval.
  • Rejected - Hiring Manager or Assistant marks candidate that is no longer being considered.
  • Withdrawn - Hiring Manager or Assistant marks candidate that has withdrawn from consideration.

Offer (Recruiters Only)

  • Offer to be Made - Recruiter will initiate and create the offer.
  • Rejected - An approver on the offer workflow/approval chain has rejected the offer for some reason - The recruiter will view the comments in the offer history and reach out to the Hiring Manager or Assistant if necessary.
  • Has Declined - The top candidate has declined the offer.
  • Draft - The offer has been drafted by the recruiter.  The offer has NOT been submitted for review or approval at this time.
  • Approval in Progress - The offer approval is currently in progress and is pending one or more approvers.
  • Approved - The offer has been approved.  Next available action is for the Recruiter to extend the offer to the candidate.
  • Extended - The recruiter has extended the offer to the candidate.  The candidate MUST review and electronically accept the offer.  Instructions are emailed to them.
  • Accepted - Offer has been accepted by candidate.  The next available step is for the recruiter to either finalize the hire, proceed to the 2nd pass if SSN/DOB/Gender is missing or initiate a background check if required.
  • Refused - The offer has been refused by the candidate and is possibly in negotiations with the Hiring Manager or Assistant.

Post-Offer

  • Invite to Second Pass - To complete the hire, SSN, DOB and Gender are needed and not collected at time of original application.  HR requests a "2nd pass" application to collect this from the candidate.  The candidate receives and email with detailed instructions on how to provide that information to HR.
  • 2nd Pass Complete - SSN, DOB and Gender have been provided by the candidate and the Recruiter may finalize the hire or initiate a background check, if required.
  • Request Screening Service - The recruiter has initiated the background check process.  The candidate has received an email to initiate this step with detailed instructions.  Email comes from our 3rd party vendor: Sterling Talent Solutions.
  • Background Check In Progress - The candidate has provided the necessary information and their check is currently in progress
  • Background Check Completed - The background check is completed and pending review from the appropriate Recruiter.  Once reviewed, the recruiter will either contact the department or finalize the hire.
  • Proceed to Hire - Recruiter only step indicating the hire is ready for processing.

Hire (Recruiters Only)

  • To Be Hired - Recruiter only step that indicates the hire is ready for processing.
  • Hired-External - Recruiter only step that indicates the Recruiter has submitted the hire for HR Records to process. 
  • Hired-Internal - Recruiter only step that indicates the Recruiter has submitted the hire for HR Records to process. 

Graduate Assistant Requisition - Candidate Step & Status Details

GA New

  • Under Review - Hiring Manager - Hiring Manager or Assistant are required to verify and/or input information on candidate file - please see Quick Reference Guide for Graduate Assistants.  Once complete, Hiring Manager or Assistant should move candidate to the Pre Screen status for a system eligibility check.
  • GA Pre Screen - In the status, the system will run an eligibility check when all the appropriate fields have been reviewed/populated by the Hiring Manager or Assistant.  Program information, degree level and courses registered for will appear in the candidate file.  Upon review, Hiring Manager or Assistant should progress the candidate to the next step - Passed Hiring Manager Screen.
  • GA Passed Hiring Manager Screen - Hiring Manager or Assistant indicates this step after all checks and reviews are completed on the Hiring Manager or Assistants end.  In this step Academic Affairs will complete their review.
  • GA Passed Academic Affairs Screen - Academic Affairs will complete their review of the GA candidate information and indicate passed if appropriate.
  • GA Failed Screen - This step is available for the Hiring Manager, Assistant or Academic Affairs.  Once the review of the GA candidate information is complete either responsible area may indicate failed, if appropriate.  This could mean the candidate doesn't meet criteria to be a Graduate Assistant or fails to meet a minimum requirement.

Offer

  • Offer to be Made - Recruiter will initiate and create the offer.
  • Rejected - An approver on the offer workflow/approval chain has rejected the offer for some reason - The recruiter will view the comments in the offer history and reach out to the Hiring Manager or Assistant if necessary.
  • Has Declined - The top candidate has declined the offer.
  • Draft - The offer has been drafted by the recruiter.  The offer has NOT been submitted for review or approval at this time.
  • Approval in Progress - The offer approval is currently in progress and is pending one or more approvers.
  • Approved - The offer has been approved.  Next available action is for the Recruiter to extend the offer to the candidate.
  • Extended - The recruiter has extended the offer to the candidate.  The candidate MUST review and electronically accept the offer.  Instructions are emailed to them.
  • Accepted - Offer has been accepted by candidate.  The next available step is for the recruiter to either finalize the hire, proceed to the 2nd pass if SSN/DOB/Gender is missing or initiate a background check if required.
  • Refused - The offer has been refused by the candidate and is possibly in negotiations with the Hiring Manager or Assistant.

Post Offer - GA (Recruiters Only)

  • Invite to Second Pass - To complete the hire, SSN, DOB and Gender are needed and not collected at time of original application.  HR requests a "2nd pass" application to collect this from the candidate.  The candidate receives and email with detailed instructions on how to provide that information to HR.
  • 2nd Pass Complete - SSN, DOB and Gender have been provided by the candidate and the Recruiter may finalize the hire or initiate a background check, if required.
  • Proceed to Hire - Recruiter only step indicating the hire is ready for processing.

Hire (Recruiters Only)

  • To Be Hired - Recruiter only step that indicates the hire is ready for processing.
  • Hired-External - Recruiter only step that indicates the Recruiter has submitted the hire for HR Records to process. 
  • Hired-Internal - Recruiter only step that indicates the Recruiter has submitted the hire for HR Records to process.
Contact Us

Human Resources

Campus: 139 Wyoming Hall

Mail: Dept 3422

1000 E. University Ave.

Laramie, WY 82071-2000

Phone: 307.766.2377

Fax: 307.766.5607

1000 E. University Ave. Laramie, WY 82071
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