An Evergreen Job Requisition is an ongoing, open job posting to which candidates can apply. It can typically be used when a division is recruiting for the same title across multiple different sup orgs, typically at a high volume, such as seasonal and high turnover positions. This document outlines the process of creating an Evergreen Job Requisition, including linking an Evergreen Requisition to a regular job requisition and moving candidates between the requisitions.
Important: A candidate cannot be hired on an Evergreen Job Requisition. Instead, the Evergreen Job Requisition should be linked to one or more standard job requisition(s) on which the hires will be made. The standard job requisition must have the same Job Profile(s) as those on the Evergreen Job Requisition.
From the Workday Home Page, search for and select Create Evergreen Requisition from the search bar:
Step 2: Enter Sup Org
Select the Supervisory Organization for the requisition. Because job requisitions from multiple supervisory organizations will be linked to this Evergreen Requisition, select a supervisory organization above all sup orgs that will be using this evergreen pool. Depending on the unit, this may or may not be the supervisory organization at the highest level in the hierarchy.
Step 3: Worker Type
Select the Worker Type of Employee.
Step 4: OK
Click OK. NOTE: Unlike a standard job requisition, you cannot create a position, backfill positions, or indicate the number of openings. That information will be on the standard job requisition(s) that you will later link to the Evergreen Requisition.
Step 5: Complete Required Sections
Click the Pencil icon to make edits and complete all required sections of the Evergreen Requisition:
Recruiting Information:
Recruiting Details:
Select the Recruiting Instruction of Post Internally and Externally. NOTE: This selection will inform the Primary Recruiter where this position should be posted.
Select the Recruiting Start Date – this date is the earliest recruiting activities can begin and must be on or before the Target Hire Date.
Select the Target Hire Date – anticipated start date for the job.
Optional: Select the Target End Date – anticipated job end date. This field is required only if the appointment is temporary or terminal.
Click Next.
Job:
Job Details:
Enter the Job Profile first. This will auto-populate the Job Description Summary from the Standard Job Description library.
If there is a possibility that the linked job requisition(s) may include a different job profile, enter any applicable Additional Job Profiles.
Enter the Job Posting Title – this will display on the job posting and act as the “Business Title”. Use the title that best describes the job for purposes of recruitment.
Enter the Justification - include the JTAP form number and the date you received Criticality or Functionality approval, if required. JTAP KB coming soon
Enter the Job Description – this is a free text field that displays on the job posting under the Job Duties header. This should include introductory and job summary information and should not duplicate the Job Description Summary. KB coming soon.
Enter the Job Qualifications and Additional Details for Job Posting – this is a free text field that allows users to add information to the job posting. The headers in this field are used to provide consistency in the job postings. You must include something under each heading within this field. Do not add, remove, or edit headings. KB coming soon.
Worker Sub-Type: If you select terminal or temporary, you will be required to add a date in the Target End Date field on the Recruiting Information page.
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. This is a search facet on the career site. Enter Part Time for positions paid via Period Activity Pay. NOTE: Full Time = 40 hours, Part Time = <39 hours
Remote Type: select Onsite, Partially Remote, or Remote. This is a search facet on the career site to help applicants understand the options for remote work.
Primary Location: the business site location 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 and click enter to find the exact location. If there are multiple business site locations, choose a main one to enter here. You will be able to enter different locations in the linked job requisition(s).
Primary Job Posting Location: this field auto-populates with the city attached to the Primary Location. This field should always be a city.
Optional: Additional Locations: 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.
Additional Job Posting Locations: auto-populates based on Additional Locations selection(s)
Optional: Scheduled Weekly Hours: can be edited during the employment agreement process. Defaults to 40. Change to match intended FTE and Time Type, if needed.
Positions paid via Period Activity Pay - enter 0 weekly hours
Optional: Work Shift: only necessary (and required) if role is in a multi-shift environment. Select First, Second, Third, or Weekend. Leave blank if multiple shifts apply. Be sure to detail available shifts in the Job Description field.
Contract Details - click on For Current Employee Type so only applicable contract types are available for selection.
Link to Job Requisitions – if the standard requisition(s) is open and available for selection, it will display here. Select the applicable job requisition(s). NOTE: The job requisitions can also be linked after the Evergreen Requisition is open via the EditJob Requisition or Edit Evergreen Requisition process.
Once job requisitions are linked, there will be a number next to Linked to Job Requisitions on the top section of the open Job Requisition. Click on the number to see the linked job requisitions.
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 Questionnaires in Job Requisitionfor how to select the right questionnaire(s) for your job.
Assessments - Do not enter anything in Assessments. We will not track assessment information on the job requisition.
Click Next.
Qualifications:
Optional: Education/Language/Certifications fields– can be entered but will not show on the job posting unless you include them in the Job Qualifications and Additional Details for Job Posting field. NOTE: Education defaults in from the Job Profile.
Responsibilities – default from the job profile selected and are pulled into the job posting. All responsibilities should be in bullet format and Normal font 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
Company, Cost Center, Costing, and Function will default based on the supervisory organization selected. All values are editable.
The Cost Center drives who will receive the task to enter default position funding once the position is created.
Select the Compensation Basis (required) NOTE: If a position will be paid Period Activity Pay (PAP), select the 9 or 12 month Compensation Basis as appropriate.
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.
Select Position of Trust(required)
Not a Position of Trust – Criminal Background Check (CBC) Not Required
Not a Position of Trust – CBC Required
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
Optional: If the position is a Campus Security Authority (CSA), you may 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.
Click Next.
Attachments: Recruitment Efforts Plan (REP) is required. The REP form is available on the Recruitment Toolkit. Best practice is to upload the REP 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 business process but will not be displayed to the candidates.
Click the Add button and follow onscreen prompts to upload documents
Attachments may also be added via Edit Evergreen Requisition at any point in the recruitment process.
Click Next.
Compensation:
The Guidelines and Salary or Hourly fields will default based on the Job Profile selected.
Enter the "best guess" Hourly or Salary rate for the position. This amount will not be displayed to candidates. Compensation information to display on the job posting should be added to the Job Qualifications and Additional Details for Job Posting field.
Click Next.
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.)
Optional: Search Committee Chair can be assigned (limited to one person). Search Committee Member can be assigned to multiple users. NOTE: Search Committee Chair role has access to disposition/transact on candidates.
Optional: The Evergreen Job Requisition Support role can be assigned to users who may assist in moving candidates from an Evergreen Job Requisition to a regular Job Requisition. These users will also need to be assigned to the same role on the standard job requisition linked to the Evergreen requisition. Multiple users can be assigned this role.
Do not assign anyone to the Employment Agreement Approver UW role. An Employment Agreement cannot be generated from an Evergreen Requisition.
Click Next once all roles are assigned.
Summary is an opportunity to review all information entered before submitting to start the approval process.
Step 6
Click Submit. NOTE: Click Save for Later if you would like to save your current progress before exiting the task.
Important: Document the Job Requisition ID. You will need this when searching for your job requisition.
Next Steps
Once submitted, the Evergreen Requisition routes for approval. The only approval step is the HR Partner (Supervisory). Ad Hoc approvers may be added by the HR Partner (Supervisory). The Primary Recruiter will receive a task to Post the Job. For posting instructions, visit Post the job in the Create a Job Requisition KB.
Link job requisition to evergreen requisition
Create a new job requisition as usual and follow these additional steps:
Link job requisition to evergreen requisition
Step 1
Select Posting Not Required in the Recruiting Instruction field.
Step 2
The standard job requisition must have the same Job Profile(s) as those on the Evergreen Job Requisition.
Step 3
Skip Job Description and Job Qualifications and Additional Details for Job Posting fields (since this is not being posted).
Step 4
In the Job section, in the Link to Evergreen Requisition field, select the evergreen requisition:
Step 5
Skip Questionnaires.
Step 6
In Attachments, you do not need to upload the Recruitment Efforts Plan (REP), since this should be attached to the evergreen requisition.
Step 5
Assign Roles:
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.)
Optional: The Evergreen Job Requisition Support role can be assigned to users who may assist in copying candidates from an Evergreen Job Requisition to a regular Job Requisition. These users will also need to be assigned the same role on the Evergreen requisition you are linking to. Multiple users can be assigned this role.
Optional: The Employment Agreement Approver UW role can be assigned on a linked job requisition, since the Employment Agreement will be generated from the linked requisition.
Copy candidate(s) from evergreen requisition to linked job requisition
Copy candidate(s) from evergreen requisition to linked job requisition
Step 1
Go to the applicable Evergreen Requisition.
Step 2
Select the Candidates to move to the linked job requisition.
Step 3
Select Related Actions > Copy to Another Job Requisition.
Step 4
On the Copy to Another Job Requisition popup window, select the job requisition you wish to copy the candidate(s) to.
Review the grid.
Click OK.
Click Done.
Step 5
The candidate(s) will remain on the Evergreen Requisition but will now show on the requisition you copied them to as well. To remove the candidate from one of the job requisitions, you must disposition them.
