For more information about this job aid, please contact hrs-employment@uni.edu.

Overview

This job aid provides instructions on how to create a job requisition in UNI Works. A position needs to be available before starting the Create Job Requisition task. If a position does not exist in UNI Works, or if you are wanting to hire an additional incumbent into an existing position, please contact your HRS employment team contact or email hrs-employment@uni.edu so that a position can be setup in UNI Works. Position Description Questionnaire (PDQ) forms are still in place outside of UNI Works for any new positions being requested.

Key Terminology

Create Job Requisition 

Step 1: From the UNI Works home page, click on the Menu.

Step 2: Click on the Recruiting Dashboard application. 

Note: If the application isn't visible, click Add Apps at the bottom of the Menu. Look for the Recruiting Dashboard app (shown in screenshot above).

Step 3: Under Actions, click Create Job Requisition.

Note: You can also access this task by typing Create Job Requisition in the Search Bar and selecting the task.

Step 4: Review all instructions on the page, including the brief instructions at the top as well as the field-by-field instructions that display as question marks where available.

Step 5: Select a previously created job requisition in the Copy Details from Existing Job Requisition field, if applicable.

Note: Using this option causes several details from a previous job requisition to populate in as a starting point, as opposed to creating a job requisition from scratch. You will need to create a few job requisitions in UNI Works before this becomes useful to you.

Step 6: The Supervisory Organization auto-populates to the Supervisory Organization of the Manager completing the requisition. If this process is delegated to another employee, this field will be blank, and the appropriate Supervisory Organization that the job requisition is for will need to be selected.

Step 7: Select For Existing Position and select the related Position from the menu.

Note: If the position is not available to select, please contact your HRS employment team contact or send an email to hrs-employment@uni.edu. Only select a position with a current incumbent's name if they are leaving their position and this requisition is to backfill for them. To create a job requisition for multiple positions simultaneously, use the For Multiple Existing Positions option.

Step 8: The Worker Type defaults to Employee. Do not change.

Step 9: Click OK.

Note: The Create Job Requisition screen displays with several sections requiring information to be entered. The sections below directly correspond with the remaining sections from the process.

Recruiting Information Page

Step 1: Click the Pencil icon to begin editing the Recruiting Details section.

Step 2: Click into the Reason field and select Create Job Requisition > Recruiting, followed by the next appropriate option:

Step 3: The Replacement For field will auto-populate to the current employee's name if you are backfilling a position. Leave this blank for a newly created (unfilled) position.

Step 4: Select a Recruiting Instruction from the drop-down list. This is the job posting instruction for the recruiter to follow and relates to what was selected as the Reason in Step 2.

Step 5: Select the following dates:

Step 6: Click the Checkmark icon to complete this section.

Step 7: Click Next to move on to the Job page.

Job Page

Step 1: Click the Pencil icon to begin editing the Job Details section.

Step 2: Review the Job Posting Title. This is the title as it should appear on the job posting site. For staff, this should match the title on the position description.

Step 3: The Job Profile displays based on the position setup by HRS. Please contact HRS if you feel this is not correct.

Step 4: Enter the Full Consideration Date formatted as MM/DD/YYYY. This is the date applications need to be submitted by to guarantee full consideration by the Search Committee.

Step 5: The Job Description pulls from the official position description (if applicable and once entered after go-live). DO NOT EDIT THIS FIELD. Please contact HRS with any requests for changes to this description. This will NOT appear on the job posting.

Step 6: Enter the Posting Job Description by copying and pasting the parts of the text you would like to use from the official position description. You may either copy the entire text or just the summary and qualifications sections. Add any additional information that should be included in the posting (i.e. salary range that should be advertised for the candidate, remote work eligibility, work schedule, etc.).

Step 7: The remaining fields auto-populate based on the position and should be accurate. Validate the information and update as necessary:

Step 8: Click the Checkmark icon to complete this section.

Step 9: Click Next to move on to the Organizations page.

Organizations Page

Step 1: The Company, Cost Center, and any other organizations auto-populate based on the default for the position. Only change the Cost Center if the default Cost Center is incorrect.

Note: If the person hired will be funded by another organization or will be split funded, complete an Assign Costing Allocation transaction once the New Hire transaction is in completed status.

Step 2: Click Next to move on to the Attachments page.

Attachments Page

Step 1: Click the Add button to upload a list of requested job posting locations outside of UNI Works for review by HRS. Consult with HRS about available ad packages and recommended sources. Once ad sources are selected, complete this Ad Source Selection Form and attach it to the requisition. Do not forget to list appropriate websites, professional organizations, distribution lists, etc. that may be appropriate for the type of position. The goal is to create the best possible pool of candidates.

Note: If you do not have a list and would like HRS to provide you with recommendations, you do not need to add an attachment.

Step 2: Click the Attach button and select a file from your computer.

Step 3: Add a Comment, if necessary.

Step 4: Click the Checkmark icon to complete this section.

Step 5: Click Next to move on to the Compensation page.

Compensation Page

Step 1: Review the compensation Guidelines, which auto-populate based on the selected position. If this is a salaried position, the Salary section below will be available to edit. If this is an hourly position, the Hourly section below will be available to edit.

Step 2: Click the Pencil icon to begin editing the applicable section (Salary or Hourly).

Step 3: For salaried employees, enter the new anticipated salary Amount that falls within the listed range.

Note: The final rate will be proposed and approved later in the offer process. What you enter here will NOT display on the job posting unless you add it to the Job Posting Description field.

Step 4: IMPORTANT – Salaried Part-Time Positions: For salaried part-time positions, the Amount must be entered as the 100% FTE salary.

Step 5: For hourly employees, enter the new hourly Amount.

Step 6: Click the Checkmark icon to complete the section.

Step 7: If the employee is eligible for any Allowances (from a recruiting standpoint, the use of an allowance will be very rare; consult with HRS if unsure):

Step 8: Click Next to move on to the Assign Roles page.

Assign Roles Page

Step 1: Click the Add button.

Note: At least one Primary Recruiter, Search Committee Chair, and Search Administrator must be assigned.

Step 2: Select Primary Recruiter as the Role.

Step 3: Select or enter the name of the person who will serve as this role for the job requisition in the Assigned To field.

Note: The Primary Recruiter will be your primary HRS search contact.

Step 4: Click the Checkmark icon to save.

Step 5: Repeat Steps 1-4 and select the appropriate person for the Search Committee Chair (required), Search Administrator (required), and any Search Committee Members (required for non-temporary faculty and P&S annual positions). If you have more than one Search Committee Member, you do not need to add a separate Search Committee Member role for each individual. To add search committee members, click in the Assigned To field to search for their name and click your enter key or click on Select a Worker. Once the member is added to the list, type the name of the next search committee member in the Search field and repeat until all of the search committee members have been added. If you click the checkmark icon to save but have more search committee members to add, simply click the pencil icon.

Note: For faculty and academic administrators, the Search Administrator will be the Dean. For staff positions, the Search Administrator will be the Department Head/Director.
Step 6: Click Next to move on to the Summary page.

Summary Page

Step 1: Review all of the information entered for the job requisition. If necessary, edit any sections by clicking the Pencil icon next to the respective section.

Step 2: Click Submit.

What Happens Next

The job requisition will route to the Recruiter for review, followed by a series of approvals. You can view the status of the business process at any time by clicking on My Tasks > Archive > Process.

Process Flow