IMPORTANT: If recruiting for a replacement position, you must select the Position that will be filled. Any position in the supervisory organization will be available for selection but the position must either be vacant or available for overlap at the time of the staffing transaction. It is recommended to review and Edit the Position Restrictions, on the current incumbent's position prior to creating the Job Requisition to indicate "available for overlap". Alternatively, entering a termination on the current incumbent's Job will allow for overlap. (Not recommended if their termination date is more than 30 days in the future)
Create Job Requisition
From the Workday Home Page, search for and select Create Job Requisition from the search bar.
Create Job Requisition
Copy Details from Existing Requisition - select the job requisition you want to copy
Supervisory Organization - Type the supervisor name hit Enter. A short list of options will populate to choose from
Create New Position - new position
For Existing Position - backfill an existing position
NOTE: If this is selected, you must select the Position that will be filled. Any position in the supervisory organization will be available for selection but the position must either be vacant or available for overlap at the time of the staffing transaction. It is recommended to review and Edit the Position Restrictions, if needed, on the current incumbent's position prior to creating the Job Requisition.
Alternatively, entering a termination on the current incumbent's Job will allow for overlap. (Not recommended if their termination date is more than 30 days in the future)
For Multiple Existing Positions - use when the back-filling multiple existing positions
Enter the Defaulting Position. Information associated with this position will default into the job requisition.
Check the box next to any other positions that should be included in the job requisition.
Worker Type - If creating a new position, select Worker Type.
Recruiting Information
Number of Openings - number of positions the unit anticipates filling.
Reason -
New Position: used when creating a net new position.
Replace Worker: used when replacing a prior incumbent
Target Hire Date - anticipated start date for the job. Actual hire date can be before or after this date but cannot be any earlier than the recruiting start date
Target End Date - anticipated job end date. This field is required only if the appointment is temporary or terminal.
Job Details
Job Posting Title will display on the job posting and act as the "Business Title". Use the title that best describes the job for purposes of recruitment.
Non-Exempt AS - If recruiting with an salary or FTE range such that the job could fall below the FLSA salary threshold, add the NE (non-exempt) version of the job profile here. UW-Madison will continue to utilize $43,888 as the salary threshold for FLSA exemption status.
Job Description Summary auto-populates based on selected Job Profile.
Regular - Ongoing/renewable Faculty, Academic Staff, Limited, University Staff
Temporary (Fixed Term) - to be used only with the Temporary Employee (TE) employee category
Terminal (Fixed Term) - Fixed-Term Terminal Academic Staff or Fixed-Term Finite University Staff
Time Type
Leave blank if there is an FTE range
Select Full time or Part time (Full Time = 40 hours, Part Time = <39 hours)
Enter Part Time for positions paid via Period Activity Pay
Remote Type
Select Onsite, Partially Remote, or Remote.
Primary Location
The business site where the employee will physically work. If remote, it should be where the person would work if on-site. Type Campus Building code (if known) or building name.
Primary Job Posting Location
Auto-populates based on Primary Location selection. This field should always be a city.
Additional Locations
(optional) Enter additional business site locations if there are openings at multiple business sites. Only enter additional locations if they are in a different city than the Primary Location.
Scheduled Weekly Hours
Defaults to 40
Change to match intended FTE and Time Type
Positions paid via Period Activity Pay - enter 0 weekly hours
Temporary Employees (TE) - enter 0 weekly hours
Work Shift
Required if role is in a multi-shift environment. Select First, Second, Third, or Weekend
Contract Details
Click on For Current Employee Type so only applicable contract types are available for selection.
Defaulted based on Job Profile and cannot be edited
Questionnaires
Standard (open) recruitment
Madison Baseline Questionnaire for both internal and external
Other questionnaires will be used for specific roles. See Questionnaires in Job Requisitionfor how to select the right questionnaire(s) for your job.
Assessments - leave as-is. We will not track assessment information on the job requisition
Qualifications and Responsibilities
Qualifications:
Education/Language/Certifications can be entered but will not show on job posting unless you include them in the Open Text Job Qualifications and Additional Details for Job Posting field.
Responsibilities
SJD - default from the job profile selected and are pulled into the job posting.
Faculty Responsibilities (list each as a SEPARATE responsibility)
NOTE: All responsibilities should be in bullet format and Normal font so they display correctly on the Job Posting.
All Faculty: Teach medical students, residents, and fellows.
CHS and Tenure: Participate in administrative and committee work to support the clinical and scholarly missions of UW Health and the School of Medicine and Public Health. An essential part of these duties will be working in a collegial relationship with other faculty members.
Company, Cost Center, Costing, and Function will default based on the sup org selected. All values are editable.
Compensation Basis
12 Month – compensation basis for all positions except for situations noted below.
9 Month – academic year positions, regardless of whether employee elects to receive payments over 9 or 12 months.
No Pay – not eligible for compensation of any type.
Seasonal – used for seasonal employees and does not align with 9 or 12 month.
Summer – used for all summer service or summer session positions.
Period Activity Pay (PAP) - select the 9 or 12 month Compensation Basis as appropriate.
Position of Trust - it is important to select the appropriate value for the position (as opposed to the worker). In some circumstances, the person hired into the position may be exempt from a Criminal Background Check (CBC) because one is already on file, but we would still mark their position as requiring a CBC. The worker’s Position of Trust information can be updated during the staffing transaction.
Select one of the following options:
Not a Position of Trust – CBC Not Required
Not a Position of Trust – CBC Required (select this for all Limited, Faculty, Academic Staff, University Staff, and Temporary Employees - UNLESS a Position of Trust choice below is more appropriate)
Not a Position of Trust – Employee Exempt from CBC Requirement
Campus Security Authority (CSA) - typically not needed. If the position is a CSA, indicate this here.
Legacy should be left blank. This is an organizational assignment made at the person level, not the job requisition or position level.
Attachments: The attachments are visible to anyone in the workflow approval process but are not displayed to candidates. You can come back and upload attachments later as well.
Recruitment Efforts Plan (REP form) is required (not needed for waivers)
SMPH Recruitment Intake Form is required
WFP approval email
If using a waiver reason that requires OHR approval, upload the documented OHR email approval
Compensation:
Enter the "best guess" Salary or Hourly rate for the position. This amount will not be displayed to candidates.
DO NOT enter anything under "Additional Details"
Summer Basis - no default salary information will display. Go to Salary and then click under Compensation Plan > By Compensation Rule and select either Summer Service Salary Plan or Summer Session Salary Plan and enter the appropriate salary amount.
Period Activity Pay (including summer): In the compensation Guidelines section of the job requisition, in the 'Compensation Grade Profile' field, choose “023 Period Activity Pay”. Click the "Add" button under 'Salary'. In the ‘Compensation Plan’ field, select "Annual Salary Plan". This will bring up an 'Amount' field, enter the total expected payment amount for the PAP. You do not need to enter anything under the Additional Details dropdown.
Assign Roles
Click Add. In the Role field, select the applicable role:
A Primary Recruiter must be assigned. This should be the main recruiter assigned to manage the job and must be someone assigned the Recruiter security role.
DO NOT USE: Search Committee Chair can be assigned (limited to one person). They can disposition candidates.
Optional: Search Committee Member can be assigned to multiple users.
Optional: Employment Agreement Approver can be assigned to review the Employment Agreement document.
Click Save for Later tosave a draft in your own task inbox.
Once position is approved in PoRT, click the pencil icon to start editing your job requisition.
Budget and HR Approval
Up Next: Position Budget Manager | Approval
Send message to fiscal
I submitted a job requisition, and the next step is your approval as budget manager. Please look in your Workday task inbox for Job Requisition: XXXXXXX POSITION TITLE.
Funding approved in JIRA
(cost center, function, fund, driver worktag number)
percentage of split
Up Next: HR Partner Supervisory | Approval (HRBP/FR will NOT approve next step)
Lake AD Approval as HR Partner Supervisory
Send message to AD to review and approve the job requisition
Message: The job requisition XXXXX has been approved by the budget manager and PoRT, please review, approve, or send back with comments (sending back will require budget manager approval again). Once you click approve, Workday will send the job requisition to me as the primary recruiter. I will post using XX/XX/XXXX for posting start date and XX/XX/XXXX for posting close date. Thank you!
Up Next: Cost Center Accounting Specialist | Approval (Note: this step is not required, there will be a hard stop for the cost center accounting specialist to approve during the hire process)
Up Next: Primary Recruiter to Post Job
If Recruitment, Post the Job
If waiver, you will not get the post job task.
Job Posting Sites
Job Posting Site: Select the correct Job Posting Sites based on Recruiting Instruction.
If posted Internally and Externally - enter "Internal" and "UW Madison External Career Site"
If posting internally only - receive approval from OHR and enter "Internal".
Preview Job Posting: Check the Preview Job Posting box to view before posting to the career site and allow you to change the Job Application Template.
(Optional) Change Application Template
If you need to change the template, Editing the Job Requisition from the Preview is when you would do this, prior to posting the job. The Job Application Template is in the Recruiting Information tab on the Job Requisition and drives the information that must be entered by the candidate.
Important: Regardless of which Job Application Template you use, you must detail what materials are needed in the How to Apply section of The Job Qualifications and Additional Details for Job Posting field of the job req
NOTE: The Job Application template applies only to external candidates. Internal candidates apply through their regular employee Workday account and are prompted to upload their resume/CV and cover letter.
Select Posting Dates
Start Date: defaults to today's date and auto-populates
If faculty and open until filled - do not list an end date (assured consideration date must be in the open text field of the job requisition)
The job posting will be removed at 11:59pm the day before the posting end date (Ex: End date of 1/20/2025, posting removed on 1/19/2025 at 11:59pm)
Primary Posting: always check box next to the UW Madison External Career Site. This drives the primary posting link that will be used for job scraping and external sites.
Upload a PDF copy of the job announcement in Workday
Open up the job on the employment website and right click "print" and then save as PDF.
Access posting from Workday, Click on Job Postings > External Posting URL. This external link is directing to the external site that Madison is not using because of our recruitment marketing integration, however you can still use this link and save as a PDF for documentation purposes.
Click into the pencil, update under Recruiting Details the Reason via drop down of "Add Attachment", close it and then go to the Attachments tab on the left to upload the PDF of the job posting.
If your job requisition is unfilled follow the below scenarios to add fill additional vacancies. If your job requisition is filled, policy allows us to reuse our applicant pools up to 6 months from the application close date with approval from OHR Talent Acquisition. If approved, follow the below scenarios to fill additional vacancies.
Same Supervisory Organization + Same Qualifications
Use this whenresponsibilities, qualifications, education, and evaluation criteria are identical.
Multiple Positions - one is new and the other is a replacement
Post one job requisition using the "new position" reason
Create a second job requisition using the "replace existing worker" but do not post it..
Move candidate(s) into that requisition prior to reference checks and hire processing.
Then move them into reference check stage in the new JR and send reference check email
Once hired, disposition the candidate (reason: 'Interview - Hired - Secondary Job Requisition') in the original JR and do not send a message during that disposition
Multiple Positions - all new
Additional new position vacancies under the same sup org with the same title and qualifications, you may add the position to the existing open job requisition, as long as it was set up for a new position.
Multiple Positions - all replacements
If vacancies occur at the same time:
Set up the job requisition using “Multiple Existing Positions.”
If vacancies occur at different times:
Post one job requisition using the "new position" reason
Create a second job requisition using the "replace existing worker" but do not post it.
Move candidate(s) into that requisition prior to reference checks and hire processing.
Then move them into reference check stage in the new JR and send reference check email
Once hired, disposition the candidate (reason: 'Interview - Hired - Secondary Job Requisition') in the original JR and do not send a message during that disposition
Same Supervisory Organization + Different Qualifications
Use this approach when qualifications, education requirements, or responsibilities differ.
Post two companion job requisitions—one for each supervisory organization.
Include language noting that applicants may be considered for both postings.
Required posting language: This vacancy is being announced simultaneously with [JR#XXXXXXX]; please note that only one vacancy exists. Having two job postings allows the [School/College] to consider candidates with both tenure-track [faculty credentials or STAFF TITLE] and [non-tenure-track faculty credentials or STAFF TITLE]for this position.
Different Supervisory Organizations + Same Qualifications
Use this method only when responsibilities, qualifications, education, and evaluation criteria are the same.
Post one job requisition
Create the second requisition for the other sup org but do not post it.
Move candidate(s) into that requisition prior to reference checks and hire processing.
Then move them into reference check stage in the new JR and send reference check email
Once hired, disposition the candidate (reason: 'Interview - Hired - Secondary Job Requisition') in the original JR and do not send a message during that disposition
Different Supervisory Organizations + Different Qualifications
Use this approach when any part of the job requirements differs between the positions.
Post two companion job requisitions.
Include language noting that applicants may be considered for both.
Required posting language: This vacancy is being announced simultaneously with [JR#XXXXXXX]; please note that only one vacancy exists. Having two job postings allows the [School/College] to consider candidates with both tenure-track [faculty credentials or STAFF TITLE] and [non-tenure-track faculty credentials or STAFF TITLE]for this position.
When is it appropriate to use an Evergreen Job Requisition?
Appropriate if high volume, high turnover, ongoing recruitments across different supervisory organizations.
Considerations:
Evergreen would utilize the same applicant pool
That means all position would need to have the same duties and qualifications/education
The only thing that is different about the job is reporting to a different supervisor
Also, keep in mind if we write these general postings, it may bring challenges to ability to provide sponsorship, verify:
Everything that you have on your evergreen must match your job requisition that is tied to the evergreen
The PDF posting saved from the Chronicle (national job boards required for sponsorship) should align with the dates for your job requisition that you will be making a hire from
If you reach the assured consideration date, you can close the evergreen requisition to avoid receiving too many applications.
Example: Multiple Clinical Research Coordinator vacancies in different sup orgs, continuous hospitalist and Internal Medicine recruitment
How to post a position with an Unknown department
Post the job requisition(s) in the department that is most likely or the department that is managing the recruitment. Depending on the hire or/and what their tenure home department will be, after we process the hire, we will then do a job change “move worker” to the correct supervisory organization. It may be most appropriate to list the Dean sup org if they will report to the Dean and then move them into the tenure home department.
Include language in the posting: “The SMPH home department will be determined at the time of hire.”
Sup Org is Changing
We cannot move workers/positions during an active job req process. We can only move workers/positions before the job req or after the hire.
If the current incumbent is still active, we should leave the position in the current sup org and recruit and then move them after we hire them to the correct sup org.
If the incumbent has terminated before we recruit, then we should move the position in the correct sup org before setting up the job requisition.
Department Chair and Senior Associate Dean for Basic Research, Biotechnology, and Graduate Studies, Anjon Audhya, PhD. discuss request. Anjon Audhya, PhD. approves request.
If approved, HRBP/Faculty Recruiter submits request in Position Recruitment Tracker (PoRT/JIRA) before posting the PVL and attach Dr. Audhyas approval email.
