Create Job Requisition-OPS · 2020. 9. 10. · Create Job Requisition-OPS Updated September 2020 Page 2 of 14 3. Select the Supervisory Organization designated as JM, click OK *NOTE:

Create Job Requisition-OPS

Updated September 2020 Page 1 of 14


Job Requisitions can be initiated by the HR Business Partner (department/division business

managers), Manager, department administrative support and HR.

Prior to beginning the Create Job Requisition Task, the following information should be emailed to all appropriate Approvers to ensure timely approval: Position

Proposed Hire Date

Reason (for hire) Maximum Pay

Cost Center

Costing Program

Costing Fund

CREATE JOB REQUISITION - OPS

1. Search for Create Job Requisition and select the Create Job Requisition Task

2. Select Supervisory Organization by using the Search icon



3. Select the Supervisory Organization designated as JM, click OK

*NOTE: Several Supervisory Organizations will have duplicate names with the only difference being one ends in _JM. For example, College of Education and College of Education_JM Supervisory Organizations that end in _JM are ONLY used for OPS positions. All SP, A&P, faculty, and executive positions use the Supervisory Organization without the JM suffix.”

4. Complete Recruitment Details by clicking the Edit icon



A. Number of Openings – This specific requisition is not posted externally; candidates are

selected from the Evergreen posting. The number of positions can be anywhere from 1, 10,

30, etc. The number of positions allows you to create one requisition that can be utilized to hire

multiple people. The Job Requisition will remain open until either you have hired the number of

candidates approved as part of the Job requisition or the Target End Date expires. Once the

number of positions has been filled, a new Requisition will need to be created.

B. Reason – Administrative is utilized for positions that will not be advertised on the website;

examples would be when a Waiver of Advertising has been approved and recruitment is

waived or when a position will use an Evergreen posting to seek applicants. Select

Administrative and then Administrative>Non-Competitive Fill; No Recruiting Required

C. Recruiting Instruction – Select Do Not Post

D. Recruiting Start Date – Automatically populates with current date

E. Target Hire Date – Target Hire Date is the anticipated start date and can also be the

current date depending on the circumstances. Note: Faculty hires should use contract start

date for Earliest Hire Date. Staff hires, use current date if no other specific date is required.

New Positions to be funded from the next fiscal year approved budget, use the date of the new

fiscal year, i.e. 07/01/2021

Target End Date – Recommend utilizing 6/30 of the current fiscal year.



5. Click Next

6. Job Details – Click the Edit icon

A. Job Posting Title – Key in the Position Title

B. Justification – Explanation supporting the position, such as clerical support for the front

desk



C. Job Profile – Select the Menu icon and select the appropriate option. For a Non-Work-

Study Student to be paid hourly, select By Job Family, Other Personal Services, Student

and Student Assistant Hourly

D. If appropriate, an additional Job Profile can be added; however, the Job Family and

Worker Types must be the same. The OPS Job Family Groups that you are able to

choose from are Adjunct, Student, Work Study, and Non-Student OPS. You are only able

to include additional Job Profiles to the Requisition if the additional Job Profile is part of

the initial Job Profile’s Job Family Group.

The Job Profiles in each Job Family Group for OPS are as follows:

• Adjunct – Adjunct Faculty

• Student a. Graduate Assistant Hourly b. Graduate Research Assistant c. Graduate Teaching Assistant d. Student Assistant Hourly



e. Student Assistant Stipend

• Work Study a. Graduate Assistant – College Work Study b. Student Assistant – College Work Study c. Student Assistant – Federal Work Study d. Student Assistant – Florida Work Study

• Non-Student OPS a. Administration & Managerial b. Clerical & Secretarial c. Coach, Coach (Hourly) d. Other Professional e. Other Professional (Hourly) f. Service/Maintenance g. Skilled Craft h. Technical/Paraprofessional i. Postdoctoral Associate

Examples:

A Job Requisition for a Work Study position is able to have any/all Work Study Job Profiles

included in that job requisition. This means that you can have one Work Study job

requisition that includes any of the Work Study Job Profiles of Graduate Assistant – College

Work Study, Student Assistant – College Work Study, Student Assistant – Federal Work

Study, and Student Assistant – Florida Work Study.

Job Requisitions are not able to include Job Profiles from multiple Job Family Groups,

example you are not able to have a Work Study Job Profile selected as the main Job Profile

and add an additional Job Profile that is in the Student Job Family Group.

For this Requisition two Job Profiles have been included

E. Job Description Summary – If you already have a position description for the position,

please add the information in this section. If you do not have a position description for this

position, please reach out to your HR Generalist to develop an appropriate description.



F. Worker Sub-type – Click the Menu icon and select Worker Types, then the appropriate

type. For this OPS example, Student (Fixed Term)

G. Time Type – Full or Part Time

H. Primary Location - Select the Location that will be the primary work site for this position.

The Location will typically be Main Campus unless the employee is assigned to one of the

12 external work sites.

Primary Job Posting Location – Auto Populates based on Primary Location

I. Scheduled Weekly Hours – Input number of hours expected to work per week

7. Link to Evergreen Requisition will be done by HR once the Requisition has been submitted

8. Scroll down to the Questionnaire section. This section will auto-populate and will be reviewed

by HR.



9. Organization detail is required; click the Edit icon. Search for the appropriate Cost Center and

select; Program and Fund will automatically populate. Search and select the appropriate

Activity, click Next

10. Summary detail is displayed, review and click Submit

11. A message will pop up indicating the Requisition has been sent to your Recruiter, at which

point they will link it to Evergreen.



12. An email in your Workday Inbox Archive contains the Details and Process, which can be

viewed at any time

13. HR Will move candidates that match the requirements into the requisition pool to be reviewed.

The hiring manager will receive an Action item in their Workday Inbox to Review Candidate

for Job Application



14. Search for My Open Job Requisitions and select My Open Job Requisitions – Report

15. Click OK

16. Select the hyperlink to the Job Requisition to review

17. With OPS there is more flexibility with hiring; it is not necessary to go through the interviews

and reference checks. However, there is the ability to walk through those steps should you

chose to do so.



18. Candidate funnel tracks the status of candidates in each stage of the process. As candidates

move from one stage to another, the corresponding levels of the funnel are updated to reflect

the current population. Not all candidates are required to go through each stage of all

instances.

Below is the Overview with the Candidate Pipeline which displays the Active Stages

Select the Candidates tab to view the applicants HR moved to your requisition pool

Click the Candidate’s Name



19. A summary page displays with the Candidate’s contact information, work history, education

and more. Click on any of the menu items on the right for additional details

20. You can move a Candidate to the next level by clicking Move Forward and select from the

options. If there is no interest in a candidate, click Decline at any time.

If you select Move Forward, be sure to contact your HR Business Partner with pay and start

date details so they can complete the offer information.

21. When you select your finalist for the vacancy, you will need to select Move Forward and

select “Offer”



22. Details will be displayed, choose the Hire Date and Hire Reason.

23. Verify the Scheduled Weekly Hours; this will automatically update the FTE percentage.

Default Weekly Hours will always be 40 hours. Click Next

24. Verify and update Compensation details as needed, such as the Amount. Click Next



25. If a One-Time Payment applies complete the appropriate fields; otherwise, click Next

26. Verify details, click Submit to Initiate Offer and forward all necessary approvals

27. Once approvals are received, an Offer Letter will be sent to the Hiring Manager through an

Action item in your Workday Inbox

28. Select the Action item to view the Offer letter for accuracy; click Submit

29. An Action Item for approval to Extend Verbal Offer will be in your Workday Inbox.

Documents

Create Job Requisition-OPS · 2020. 9. 10. · Create Job Requisition-OPS Updated September 2020 Page 2 of 14 3. Select the Supervisory Organization designated as JM, click OK *NOTE: