*Complete all required fields with red asterisk. 

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.  Justification JTAP and Criticality approval If not needed  "JTAP and criticality approval N/A"  If required,  "JTAP #XXXX" (to find your JTAP number go to your submissions and find the JTap number: Justification to Advance Position, Online Form)  "Criticality approval date XX/XX/XXXX" (101 and 150 funded position only) If faculty, WFP approval number   Job Profile - must be entered  If backfilling a position, information associated with the default position will auto-populate and can be updated.  If creating a new position, enter the Job Profile  Additional Job Profiles See Recruit with Multiple Job Titles on One Requisition.  NON- EXEMPT ACADEMIC STAFF - 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. ASSOCIATE AND FULL PROFESSOR - If Faculty and you are posting with associate and full professor titles you must add the Visiting job profiles as optional titles in the job requisition.  Job Description Summary auto-populates based on selected Job Profile. This is for your reference and does not show on the job posting. Open Text Field: Job Description and Job Qualifications and Additional Details for Job Posting, Job Requisition Field Guide

• 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.
  • Unique Responsibilities
    • See Tips for Writing Unique Responsibilities for best practices on adding unique responsibilities 

• Organizations
  • 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
      • Position of Trust – 2 Year Recheck
      • Position of Trust – 4 Year Recheck
      • Position of Trust – No Recheck
    • Refer to the Determining When a CBC and CBC Re-Check are Required Chart or your HR Operations Coordinator if unsure when determining which choice to select above. 
  • 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): On the compensation section of the job requisition, in the salary section under the additional info in the 'Compensation Grade Profile' field, choose “Period Activity Pay” and indicate the best guest total amount to be paid in the Amount box. 
    
• 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. This may be your own name if you are the person overseeing the recruitment and you are creating the job requisition. The Primary Recruiter receives inbox tasks associated with the job requisition (ex. tasks to Post the Job, move candidates, etc.)
    • 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.

• Message: 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  

The Post Job task should be in the Primary Recruiter's inbox.

• 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. If changes need to be made, the Edit Job Requisition process will have to be completed before posting the job.

In most cases, you will not need to change the Job Application Template. It defaults to a single 'Application Materials' dropbox in which applicants must upload their materials:

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. 

There are five other template options:

• Resume/CV, Cover Letter (required), and Certifications, Education, Languages, Websites (optional)
  • Candidate required to upload document(s) to Application Materials dropbox, and will also be presented with the option to manually enter Certifications, Education, Languages, and Website information directly in Workday.
• Work Experience, Education Required and Resume/CV Optional
  • Candidate required to manually enter work experience and education, and can also choose to upload document(s) to Application Materials dropbox.
• Work Experience and Resume Optional
  • Candidate is presented with the option to manually enter work experience and/or upload document(s) to Application Materials dropbox.
• Work Experience Only and Required
  • Candidate required to manually enter work experience. There is no Application Materials dropbox in this template.
• Work Experience Required and Resume/CV Optional
  • Candidate required to manually enter work experience and can also choose to upload document(s) to Application Materials dropbox.

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. 

If other edits to the Job Requisition need to be made, this is the time to review and make changes. Remember that certain updates require re-approval by the HR Partner and/or Position Budget Manager, so could delay the Job Posting process.

• Start Date: defaults to today's date and auto-populates
• End Date: Enter an end date for both the internal and external site.
  • Minimum Job Posting Periods. 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) 
  • 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)
• 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.

• HR send TEMPLATE EMAIL - Position link and Next Steps to Hiring Manager. 
  
  
• Upload a PDF copy of the announcement from the UW-Madison employment website to your Job Requisition in Workday.
  • Open up the job on the employment website and right click "print" and then save as PDF. 
  • Add the PDF by Editing the job requisition  
    • 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.

To access job postings from the Job Requisition. Navigate to the job requisition by clicking on the 'details of the Job Posting'. Click on 'Job Postings' and you will see the posting links. Click on the External Posting URL to view your job posting on the external site and click on the Internal hyperlink under Job Posting to view the internal job site. The 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. 

• From the Workday Home Page, click on the Job Requisitions icon on the Recruiting sidebar.
• Select the Job Requisition to Edit.
• Click Open detailed view.
• The detailed view will open in a separate tab. Click the Related Actions button, then hover over Job Change, and select Edit Job Requisition.
• Click the Pencil icon in the applicable section of the Job Requisition to make edits.
• Click on Recruiting Information then click the pencil icon of Recruiting Details and choose a Reason for editing the Job Requisition. Consult the Edit Reasons table below.
  • Ensure you are following the Edit Job Requisition Guide and Job Posting Revision Policy Guide if updates are needed to a job requisition after the job has been posted. The guide will indicate instructions including, but not limited to; candidate communication, re-posting, etc. 
• Enter a comment at the bottom of the Summary page prior to submitting.
• Click Submit. Once submitted, the task routes based on the reason selected. Please refer to the table below to see if the Primary Recruiter will receive a task to review if the Job Posting should be unposted and reposted.

• Access the Job Posting from the Workday Home Page by clicking Job Requisitions in the Recruiting sidebar on the left side panel.  
• Select the Job Requisition to Edit.
• Click Open Detailed View.
• Click Job Postings to see the various posting links.
• Click on the Actions button within the posting grid.
• Click Update Job Posting.
• Select an End Date for the job posting.
  NOTE: The end date drives when the post will be removed from the job posting sites. The Job Posting will be removed at 11:59pm CT the day before the posting end date.
• Click Submit.
• Confirm the Posting End Date was updated on the posting grid.  Repeat the above steps for all job postings (must update the internal and external job postings separately).

• Access the Job Posting from the Workday Home Page by clicking Job Requisitions in the Recruiting sidebar on the left side panel. 
• Select the Job Requisition to Edit.
• Click Open Detailed View.
• Click Job Postings to see the various posting links.
• Select the posting(s) you want to unpost by using the checkbox, then click Unpost Jobs.
• Optional: Enter a comment.
• Click Submit.
  NOTE: The job requisition will remain open and active, but the posting will be immediately removed from internal/external career sites.

• From the Workday Home Page, click on the Job Requisitions icon on the Recruiting sidebar.
• Select the Job Requisition to Edit.
• Click Open Detailed View.
• A separate tab will open, click the Related Actions button.
• Hover over Job Change and select Close Job Requisition. 
• Select a Reason.
  1. Failed Recruitment – only close the job requisition for this reason if you don’t plan to continue to recruit any longer for the position(s). If none of the original candidates were selected, the job can be reposted to continue to collect candidates.
  2. Loss of Funding
  3. No Longer Recruiting; No Longer Needed – only use if no other reason applies.
  4. Notice of Filing – only use if the job requisition was used for a Notice of Filing job posting.
  5. Requisition Open in Error
  6. Structural Changes to Requirements After Applications Received
• Select a Close Date.
• Enter any applicable comments and click Submit.
• An approval task will be sent to the HR Partner (Supervisory). If the HR Partner also has the recruiting security to close the job requisition, there is no approval required. If there is an active job posting, it will automatically be unposted. The Primary Recruiter will receive a To-Do task to review the positions associated with the job requisitions to determine if any updates are needed.

If you receive an additional vacancy under the same sup org, same qualifications, same title, etc., you can add the position to the open job req if the job req was set up for a new position.  Workday does NOT allow us to add a position if the Job req is filled or was set up for a replacement position 

• Faculty searches - to prevent searches being open for an extended period of time - If you have exhausted your applicant pool, it is recommended additional positions are recruited for on a new job requisition

Post 1 job requisition, mention there are multiple positions available in the different areas (in the job duties section). Then, create the second job requisition for the other sup org but do not post it, then we can move candidates to that job req to process the employment agreement/hire. Keep in mind, this will only work if the job requisition (responsibilities, qualifications, education, etc., are the same) and applicants will be evaluated the same. 

Post two job requisitions for the two different sup orgs as companion job requisitions. A statement would be included to note that applicants would be considered for both. This would be desired if the qualifications, education, responsibilities are different between the sup orgs/job requisitions.

1. Include language in the posting: 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 and non-tenure-track faculty credentials for this position.

Appropriate if high volume, high turnover, ongoing recruitments across different supervisory organizations.

1. • Considerations:

• 1. 1. Evergreen would utilize the same applicant pool
     2. That means all position would need to have the same duties and qualifications/education  
     3. The only thing that is different about the job is reporting to a different supervisor
     4. Also, keep in mind if we write these general postings, it may bring challenges to ability to provide sponsorship, verify:

1. Everything that you have on your evergreen must match your job requisition that is tied to the evergreen
2. 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

• 1. 5. 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

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.”