Overview
The Notice of Filing (also called a permanent residency requisition, Department of Labor requisition, or DOL requisition) is a special job requisition and posting created to provide the public notice of the hire and permanent residency sponsorship of a non-US worker for a full-time permanent position with a teaching component. Federal law requires the Notice of Filing be created and posted in our in-house media and in hard copy in the hiring unit’s office location. This most commonly includes faculty and instructional academic staff positions but can include any positions with a teaching component. The original job requisition is treated as any other, and the new employee is hired on the original job requisition (as opposed to the Notice of Filing requisition).
Create a Notice of Filing Requisition
Create a new job requisition as usual and follow these additional steps:
| Step 1 |
Create a new requisition in Workday by copying details from the original requisition.
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| Step 2 | If the original requisition has several positions, the new Notice requisition should reflect the number of international hires made on the original requisition. For example, if the original requisition had five (5) positions but only one (1) of the positions was filled with an international hire, the Notice Requisition should only have one (1) position. |
| Step 3 | Select 'Create Job Requisition > Notice of Filing from Reason field: This reason spurs a specific posting template that includes instructions regarding the notice to the public and automatically dispositions anyone who tries to apply. |
| Step 4 |
Select 'Post Internally and Externally on the "Recruiting Instruction" field |
| Step 5 | Select date 32 days from posting in Target Hire Date field. Use a date calculator to determine this. |
| Step 6 |
Change the Job Posting Title field to use ALL actual titles and prefixes listed in the original req: In the Justification field, record the original job requisition number and the name of the person being hired. Example: ‘[NAME, EMPL ID #] originally hired on job req #XXXXX’ |
| Step 7 |
The necessary language will auto-populate at the top of the Job Posting based on the Reason selected. You will not see it when creating the job requisition. The job posting must remain unchanged otherwise. (i.e. it must be an exact replica of what the other candidate was hired on)
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| Step 8 | Once the Job Requisition has been approved to post to the career sites, ensure that the End Date is 31 days from the Start Date. Use a date calculator to determine this. NOTE: Position Budget Manager approval is skipped for job requisitions with the "Notice of Filing" reason. |
| Step 9 |
To find the external posting URL, navigate to the Job Requisition page, click on Job Postings, and you will find it on the row labeled "UW Madison External Career Site" |
| Step 10 |
It is the Primary Recruiter's responsibility to notify International Faculty Staff and Services that the Notice Requisition is posted. Following is a potential draft email: Subject: Notice Requisition JRXXXXXXX for [NAME] (Original Requisition JRXXXXXXX) "Hello, I have posted Notice Job Requisition JRXXXXXXX for permanent residency for the original JRXXXXXXX. We hired [NAME] (EMPLID XXXXXXXX). Notice Job Requisition JRXXXXXXX will automatically be removed from the UW Jobs website on July 16, 2025 at 11:59 PM. We will cancel the Job Requisition at that time. I will email you on [next business day] to confirm. [URL for external posting]" Important: It is also the Primary Recruiter's responsibility to ensure that physical copies of the Notice Requisition are posted in prominent locations at the candidate's University worksite.
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| Step 12 |
Once the posting period has passed, the Primary Recruiter must close the Notice Requisition, making sure to select the correct Notice of Filing Reason: |
| Step 13 |
The Primary Recruiter must notify International Faculty Staff and Services that the Notice Requisition is canceled. Following is a potential draft email: "Hello, Notice Job Requisition JRXXXXXXX for [NAME] has been cancelled. The notice requisition was posted on our website from these dates: [DATE] ([TIME]) – [DATE] ([TIME]). |
| Step 14 (Optional) |
If candidates apply to the Notice Job Requisition, they will automatically be dispositioned and moved toinactive status. They are also automatically sent an email notifying them of why they will not be selected for this particular Job Requisition. It may be prudent to periodically check in on the applicant pool for the Notice Requisition, in the event the candidate(s) may be a good match for a different position within your unit. You can find these candidates by navigating to the Job Requisition workspace, clicking on Candidates, and clicking on Inactive. |
Questions?
Contact your Talent Acquisition Specialist.