Create a Job Requisition

Pick a supervisory organization (sup org) that you will create a job requisition for. Search using the prefix "sup:" followed by the supervisor's name or the name of the sup org itself:

Review the supervisory organization page

• Details shows superior and subordinate sup orgs
  • Note the Primary Location value does not auto populate on the job requisition, it must be manually filled in.
• Members shows the members of the sup org along with their positions.
• Staffing shows whether the sup org is position or job management. If there are any vacant positions in the sup org, those will also show up on this tab.
  • Reminder: everyone in a Position Management org must have a position and no one in a Job Management org can have a position.
  • An "Unavailable to Fill" tab will display on a supervisory org if there are positions that are not available to fill (ex. frozen positions, in progress staffing transactions)
• Roles shows the security roles associated with the sup org
  • Note the Recruiter, Position Budget Manager and HR Partner - this will be useful when going through the approval workflow of the job requisition.
  • To filter for specific roles, click on the "Assignable Role" header and input the role name you are looking for:
    

• Organization Assignments shows the default information associated with the sup org. These will default into the job requisition but can be modified
  • Compensation Basis, Position of Trust, Legacy, and Campus Security Authority will be blank. These organizational assignments are not tracked at the sup org level.

Search "Create Job Requisition" in the search bar and click "Create Job Requisition" Task:

Fill in the details of the supervisory organization, position creating or filling, and worker type:

Position Options:

• Create New Position - create a brand new position
• For Existing Position - backfill an existing position
• For Multiple Existing Positions - backfill multiple different existing positions into the same position

Note: Copy details from existing requisition pulls in all details from the selected previous job req, streamlining the submission process. You can edit details before you submit.

Click the Pencil button to start and complete all sections of the job requisition. Required fields are indicated by a red asterisk.

• Recruiting Details
  • Number of Openings - Enter the number of positions the unit anticipates filling (defaults to one)
  • Reason - Usually New Position or Replace Worker
    
  • Replacement For - If replacement position, search and select incumbent (person who currently holds or previously held job)
  • Recruiting Instruction is informational as to where the position must be posted
    • Post Externally Only - do not use
    • Posting Not Required - used for direct-hire waiver and Temporary Employee direct hire
    • Post Internally and Externally - used for standard (also known as open) recruitment and Notice of Filing requisitions
    • Post Internally Only - used for internal recruitment
  • Recruiting Start Date must be on or before the Target Hire Date. Best practice is today's date.
  • Target Hire Date - anticipated start date for the job
  • Target End Date - anticipated job end date. This is required only if the appointment is terminal.
• Job
  • Job Details
    • Job Posting Title is the equivalent of Business Title and will display on the job posting. Use the title that best describes the job for purposes of recruitment 
    • Justification is only necessary (and required) for waiver requests
    • Job Profile - formerly official title. This is linked to the Standard Job Description library and will auto-populate the Job Description Summary. Type the title or job code into this field and click enter to find it more quickly.
    • Additional Job Profiles - only required if posting with multiple titles. KB coming soon.
    • Job Description Summary auto-populates based on selected Job Profile. This is for your reference and does not show on the job posting.
    • Job Description is a free text field and will show on the job posting. You must include something here other than the Job Description Summary. KB coming soon.
    • Job Qualifications and Additional Details for Job Posting is a free text field that allows users to add information to the job posting. You must include something under each heading within this field. Do not add, remove, or edit headings. KB coming soon.
    Tip: Avoid formatting issues by placing your cursor directly below each heading and pasting the desired content from another source, such as a Word document.
    • Worker Sub-Type
      • 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 - select Full time or Part time
    • Remote Type - select Onsite, Partially Remote, or Remote
    • Primary Location - type Campus Building code if known or building name and click enter.
      • Primary Job Posting Location - auto-populates based on Primary Location selection
    • Additional Locations (optional)
      • Additional Job Posting Locations - auto-populates based on Additional Locations selection(s)
    • Scheduled Weekly Hours - defaults to 40. Change to match intended FTE, if needed.
    • Work Shift - only necessary (and required) if role is in a multi-shift environment. Select First, Second, Third, or Weekend
  • Contract Details:
    • This field must be filled in or you will receive an error upon submission
  • Link to Evergreen Requisition - leave as-is. Evergreen Requisitions will not be used at go-live.
  • Compensation Details default in based on Job Profile selected and cannot be edited
  • Questionnaires - for a standard (open) recruitment, include Internal Candidate Baseline Questionnaire (no salary question) and Madison External Candidate Baseline Questionnaire:
     
    • Other questionnaires will be used for specific roles. See KB coming soon for how to select the right questionnaire(s) for your job.
  • Assessments - leave as-is. These are typically used further along in the hiring process when working with candidates
• Qualifications:
  • Education/Language/Certifications can be entered based on need but will not show on job posting. If your posting requires any of these items, they should be included in the Job Qualifications and Additional Details for Job Posting field.
    • Values will default if attached to job profile
  • Responsibilities default from the job profile selected and are pulled into the job posting. All responsibilities should be in bullet format so they display correctly on the Job Posting. Changes to responsibilities should be infrequent - consult with OHR Compensation Center of Excellence.
    • Once posted, responsibilities show up in no particular order and do not have percentages 
    • Use 'Add' button to add 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. These fields can be edited as needed.
    • The Cost Center drives who will receive the task to enter default position funding once the position is created.
  • Compensation Basis and Position of Trust - these fields must be filled in or you will receive an error upon submission. 
  • Legacy and Campus Security Authority - typically not needed.
• Attachments - Recruitment Efforts Plan (REP) is required. Best practice is to upload when you create the job requisition.
  • Adding documents beyond the REP is optional. These could be more detailed position descriptions, scoring criteria, interview questions, etc.
  • The attachments are visible to anyone in the workflow approval process but are not displayed to candidates. 
  • You can come back and add attachments later.
• Compensation:
  • The information displayed in the Guidelines will default based on the job profile selected. It also adjusts the pay range to account for the compensation basis selected (12 month vs 9 month).
  • The Salary or Hourly section will be highlighted based on the FLSA status that is associated with the selected job profile.
    • You must enter an amount here. This should be a best guess on the salary or hourly rate for the position and will not be displayed to candidates. Compensation information to display externally should be added to the Job Qualifications and Additional Details for Job Posting field.
• Assign Roles - This section is used to assign roles to the job requisition.
  • A Primary Recruiter must be assigned. This should be the main recruiter assigned to manage the job (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.)
  • Search Committee Chair can only be assigned to one person; however, Search Committee Member can be assigned to multiple users.
    • Note: Search Committee Chair role has access to disposition candidates. 
  • Assign the Employment Agreement Approver role to any one user that may need to review the Employment Agreement document.
    • The HR Partner (Supervisory) is the only security role that will automatically be an approver on an Employment Agreement document.
    • Note: Role assignments outside of the Primary Recruiter can be assigned/added after submission. It is optional to add them at this step.
• Summary is an opportunity to review all information entered before submitting to start the approval workflow process 
  • Note: You may also Save for Later. This allows you to save progress and return to complete later. Saved for Later requisitions will appear as an inbox item to complete. 

Once you click Submit, your job requisition has been sent for approvals. The first approval step is to the Position Budget Manager. Document the Job Requisition ID because you will need this when searching for your job requisition. 

Position Budget Manager Approval

• Once the job requisition is submitted, a pop-up is displayed to indicate what step is next in the process. 
  
• If more than one person is assigned the security role that is approving, no name will display. Click on "View Details" to see everyone who has the security role.

Adding approvers to the approval process is optional.

• Ad hoc approvers can be added to the workflow so you can control who else is on the approval chain beyond the Position Budget Manager and HR Partner.
• To add approvers, the HR Partner or Position Budget Manager can do so prior to approving their task:
  

Once the approvals are completed, the job requisition business process is complete and the Post Job business process can begin. After the approvals on the Job Requisition, two tasks are simultaneously triggered:

• Position Restriction Default Costing Allocation step triggers to the Cost Center Accounting Specialist.
• Post Job step triggers to the Primary Recruiter 

The Post Job task should be in the Primary Recruiter's inbox as a prompt to post the job to the career sites. Navigate to tasks and locate the Post Job task. 

Select the correct Job Posting Sites based on Recruiting Instruction. In most cases, you will post to the Internal job posting site and the UW Madison External Career Site. Exceptions include internal recruitments.

• 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.
  

Editing the Job Requisition is the only way you can change the Job Application Template. 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. It automatically defaults to Resume/CV & Cover Letter Only and Required. If that needs to be changed, the Primary Recruiter will need to Edit Job Requisition prior to posting the job.

• 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.

Once you have selected job posting sites and edited the job application template (if applicable), you will be brought to review posting start and end dates:

• Start Date: defaults to today's date and auto-populates
• End Date: defaults blank. Think of this as the application deadline.
  • The end date you enter will drive when the posting will be removed from the job posting sites. This date must adhere to the Minimum Job Posting Periods.
    The job posting will be removed at 11:59pm the day before the posting end date.
    Example: End date listed of 1/20/2025, the posting will be removed on 1/19/2025 at 11:59pm 
  • The recruiter can edit this later, such as when a hiring manager would like to extend the application deadline
• Primary Posting: always check this 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 like Indeed, LinkedIn, etc. 

Once posted, you can access job postings from the Job Requisition. Navigate to the job requisition by clicking on the details of the Job Posting event and clicking on the Job Requisition or by searching using the prefix JR: and then your job requisition number or name. 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.