Create and Process Recruitment Waiver Job Requisitions

Overview

Open recruitment for specific Academic Staff, Faculty, Limited, and University Staff vacancies is not required when certain criteria is met. Waivers are used in situations when it is helpful to do a direct hire of an otherwise qualified applicant, for example temporary, acting or interim appointments to fill a vacancy or when an employee goes on leave.

Security Roles

Initiator: Recruiter (Supervisory)
Approver(s): Position Budget Manager, HR Partner (Supervisory), Compensation Partner (Local) (for extraordinary salary ranges and specific waiver reasons), Recruiter (Local) (for specific waiver reasons)

Determine the Waiver Reason, Seek Approval

How to determine the waiver reason
Step 1: Determine the waiver reason	Consult the waiver reasons document to determine the most appropriate reason to use for the job requisition. Make note of the "requirements for use" column and whether prior approval by Talent Acquisition or Compensation Center of Excellence (CCoE).
Step 2: Obtain documented approval	If the chosen waiver reason requires approval from a specific team within OHR, make sure to get that approval in writing.

Create the Waiver Job Requisition

How to create the waiver job requisition
Step 1	Search Create Job Requisition in the search bar and click Create Job Requisition Task:
Step 2	Fill in the details of the Supervisory Organization, Position Option, and Worker Type: Positions Options: Create New Position: For a brand new position For Existing Position: To backfill an existing position (when an employee separates) For Multiple Existing Positions: To backfill multiple different existing positions into the same position Note: Selecting "Copy Details from Existing Requisition" pulls in all details from the selected previous job requisition, streamlining the submission process. You can edit details as needed before you submit for approval
Step 3	Note: At any time during the Job Requisition creation process, you can click on "Summary" and click "Save For Later." This will save your progress and create an inbox task for you to complete the Job Requisition at a different time. Click the Pencil button to start and complete sections for Recruiting Information. Fields labeled with a red asterisk are required. Number of Openings: Defaults to 1. Update as needed Reason: Select "Create Job Requisition > Recruitment Waiver" to find the list of recruitment waiver reasons. Select the appropriate reason. Replacement For: Only required for back-filling a position. If that is the case, search for and select the employee who most recently held the position. Recruiting Instruction: Select "Posting Not Required" Recruiting Start Date: Must be on or before the Target Hire Date. Defaults to the current date. Target Hire Date: Anticipated start date for the employee Target End Date: Only required for terminal appointments When complete, click the Next button to advance to the Job section.
Step 4	Job Details Job Posting Title: Equivalent to Business Title Justification: This must be completed, and should address all items in the "requirements for use" column based on the selected waiver reason. If that reason requires OHR approval, make sure to note the date and time when you received that written approval. Include the JTAP form number and the date you received Criticality or Functionality approval, if required. See Justification to Advance Position, Online Form. It is not necessary to provide a copy of the Criticality or Functionality approval email. Job Profile: Select the most appropriate option, based on consultation of the Standard Job Description Library. Job Description Summary: Auto-populates based on the selected Job Profile Job Description: Skip this section (since this is not being posted on any job website) Job Qualifications and Additional Details for Job Posting: Skip this section (since this is not being posted on any job website) Worker Sub-Type: Choose either Regular or Terminal, depending on the specific circumstances of this waiver hire Regular: Faculty, ongoing/renewable Academic Staff, Limited, and University Staff Terminal (Fixed Term): Fixed-Term Terminal Academic Staff Time Type: Select either "Full time" or "Part time" depending on the needs of the waiver hire Remote Type: Select "Onsite", "Partially Remote" or "Remote" Primary Location: Enter the four digit campus location where the employee will be doing their work Primary Job Posting Location: Defaults based on the value entered into the previous field Additional Locations: Optional, based on whether the employee will be doing a significant amount of work at a different campus location Additional Job Posting Locations: Defaults based on the value entered in the previous field Scheduled Weekly Hours: Defaults to 40 (Full time); update based on the FTE the employee will be working Work Shift: Leave blank Contract Details Select the appropriate reason based on the specific circumstances of the waiver hire. Your available options will change based on the chosen Worker Type Ongoing: If "Regular" Worker Type is chosen. There is no end date attached to this position. Fixed: If "Terminal" Worker Type is chosen. There is an end date attached to this position. This will be the standard choice for most waivers. Limited: If "Regular" or "Terminal" is chosen. This is for Limited staff, as they are employed at-will. Summer Service/Session: If "Terminal" is chosen. This is for employees working appointments specific to those payroll calendars. Link to Evergreen Requisition Skip this section. Compensation Details This will default based on the selected Job Profile and cannot be edited. Questionnaires Skip this section Assessments Skip this section When complete, click the Next button to advance to the Qualifications section.
Step 5	Education, Language, and Certifications can be entered as needed but are optional. Values will default if they are attached to the chosen Job Profile. Responsibilities will also default based on the chosen Job Profile. Updates to this section should be rare, and only done in consultation with the OHR Compensation Center of Excellence. When complete, click the Next button to advance to the Organizations section.
Step 6	Company, Cost Center, and Costing will default based on the chosen Supervisory Organization. The Cost Center will drive who receives the task to enter the default position funding once the position is created. Other Compensation Basis: Select the appropriate reason based on the specific circumstances of the waiver hire. Most waiver hires will be either "12 Month" or "9 Month" Position of Trust: Select the appropriate reason based on the work the employee will be doing. When complete, click the Next button to advance to the Attachments section.
Step 7	The information displayed in Guidelines will default based on the chosen Job Profile. The pay range is also adjusted to account for the compensation basis selected on the Organizations page. Salary or Hourly will be highlighted and editable based on the FLSA status of the chosen Job Profile. You should enter what the anticipated salary or hourly rate will be. When complete, click the Next button to advance to the Assign Roles section.
Step 8	At minimum, a Primary Recruiter must be assigned. This should be the main individual assigned to manage this job requisition, as they will receive inbox tasks associated with the requisition. The HR Partner (Supervisory) is the only security role that automatically reviews/approves the Employment Agreement document. If you wish to add other individuals to that step of the workflow, you can do so on this page. This is not where you will add OHR partners to review/approve the Job Requisition, based on the selected waiver reason. That piece will be managed by the HR Partner (Supervisory) or Position Budget Manager, later in the process. Once complete, click the Next button to advance to the Summary section.
Step 9	The Summary section allows for an opportunity to review all of the information entered, and update as needed. Once that piece is done, click Submit to start the approval workflow.

The Job Requisition will route to the Position Budget Manager, Compensation Partner (Local) (only if the position salary range falls outside of the salary range) and HR Partner (Supervisory) to approve accordingly. It is recommended to make note of the Job Requisition number (e.g. JR10000XXX) should you want to check the approval status.

Adding an Ad Hoc Approver

If the selected waiver reason requires OHR approval, it's necessary to add your Talent Acquisition Specialist or the member of CCoE you worked with as an Ad Hoc Approver.
Change Approver Part One

Add Approver Part Two

Checking The Approval Status

To see where the Job Requisition is in the approval workflow, enter the "JR:" and then the Job Requisition number in the search bar at the top of the screen. On that screen, click "Details" to see where the requisition is in the workflow.

Check Status Part One

Clicking "Remaining Process" will show which steps are left, and which individuals are assigned to those approvals.

Approval Status Part Two

Currently, there is no inbox notification sent once the final approval is completed. It is recommended that the final approver notify the Primary Recruiter once that final approval is complete.

Fill the Position

Once the waiver has been approved, the Primary Recruiter will need to add the selected candidate to the waiver's Candidate Grid. This will allow the Recruiter to process background and reference checks, as well as Employment Agreements, directly in Workday.

Candidate Account Exists in Workday
Step 1	To search for the candidate, type "Cand:" and their name into the search bar.
Step 2	From the Candidate Account, click Actions, then Job Application, and Create Job Application:
Step 3	On the pop-up window, enter the Job Requisition of the waiver you wish to fill, select "Manually" and click OK.
Step 4	Click on the Application Materials to view what has been uploaded to their account; these should be the same materials from their most recent application. If you need to add a more recent resume, click on the Upload button and add that document accordingly. Otherwise, click OK.
Step 5	You will be brought to their specific Candidate Profile attached to the waiver Job Requisition. Whether from the Candidate Grid or the Candidate Profile, you can move the individual to the proper next stage. (e.g. Assessment, Employment Agreement) It is recommended to leave a comment that you're moving this candidate to the chosen status due to being a waiver hire.

If a Candidate Account does not exist, a Prospect must be created before creating a job application on the candidate's behalf. The process differs whether the candidate currently works for a UW campus (internal candidate), or if they're an external candidate.

Create a Prospect - Internal Candidate
Step 1	Search Create Prospect in the search bar and select the task Create Prospect:
Step 2	Click on "Create from Existing Workers" and type in the employee's name. Click OK.
Step 3	You will be taken to the Create Prospect screen; upload their resume accordingly. Click OK when done.
Step 4	You will be directed to their Prospect Account. Click Actions, then Job Application, Create Job Application to start the process of moving them to the waiver accordingly. You can now proceed to move them through the proper steps to finalize the hire. (e.g. Assessment, Employment Agreement)

Create a Prospect - External Candidate
Step 1	Search Create Prospect in the search bar and select the task Create Prospect:
Step 2	Click on "Create New Prospect" and enter their details. At minimum, you should enter their first and last name, and a valid email address. Click OK.
Step 3	You will be taken to the Create Prospect screen, where you can fill out any other biographical details that you have. You can also upload their resume at the bottom of the page. When done, click OK.
Step 4	You will be directed to their Prospect Account. Click Actions, then Job Application, Create Job Application to start the process of moving them to the waiver accordingly. Moving them to the waiver will also send them an email, prompting them to create their candidate home account. You can now proceed to move them through the proper steps to finalize the hire. (e.g. Assessment, Employment Agreement)
Step 5 (Optional)	If the candidate says they're unable to find the automated system email to create their candidate home account, you can find this by navigating to their Candidate Profile. Click Recruiting History, then on Automatic Message Sent under the Timeline heading. You can copy and paste the URL in the message and send it to the candidate directly.