Creating a Job Requisition for a Benefited Position

This guide will cover: 

  • Creating job requisitions for benefited staff, administrative/executive and faculty/academic hires.

 

Prior to beginning this process, the position must be set up correctly in HCM: To create a new position use the Request for a new position QRG.

To make modifications to a current position, use the Request for a position change QRG.

If a department is refilling a position and needs to change the job title or grade of the position while the previous employee in the position is still on terminal leave, a terminal leave position number must be requested: Request for a new position

 

Prior to initiating an offer in the Hiring module, the HCM Funding Form must also be completed and attached to the Offer Attachments section so that the hire can be promptly and accurately entered into HCM.  This form is found on the Payroll website.  If the candidate selected is a new hire (and thus does not have a person number), indicate “new” in the person number field on the funding form.

 

  • Please note:
    • Prior to starting the job requisition process, the position needs to be set-up correctly in HCM.
    • You will need to have the following information available prior to starting the requisition process:
      • Exact position number
      • Job description
      • Hiring manager of the position.
      • Search committee members who will assist in the interview or search process.
    • Requisitions cannot be edited once they have been saved. If you do not have this information gathered before starting the requisition, you will have to start the process over once you have all the required information.

Step One 

Create the Job Requisition.

  • Sign into WyoCloud from WyoWeb.
  • From the Home page, navigate to My Team, then click the Hiring icon.

  • From the Job Requisition page, click the +Add button in the upper right corner to create a requisition.

  • There are nine steps to complete the requisition.
    • The Details (step 5) will change based on the Recruiting Type (Staff, Administrative or Academic), but the majority of the job requisition will be the same.
  • Also, it is important to note, once you click Save and Close, you will NOT be able to edit the job requisition.
  • Step 1- How
    • In the *Use field, click the dropdown arrow and select Position from the drop-down list of values. 
    • Select the appropriate position in the *Position field. It is best to type in the specific position number, but you can also search by title or department.
    • Once you have identified the correct position, highlight the position details and click Continue.

  • When you click Continue, an Information box will appear informing you that the correct Position Template has been updated.  Click Continue to proceed.

  • Step 2 Basic Info
    •  Verify the Requisition Title defaulted correctly based on the position you previously selected. 
      • You may add a dash (-) with additional clarification on the requisition title.
        • Example:  Custodian – Night Shift Bus Driver – Charter.
      • HR suggests that you include the department name after the title so potential candidates know which department the position is associate with on campus.
        • Example: Office Associate- Alumni Relations
    • Number of Openings should auto populate to Limited and 1. Do not change this for a benefited hire.
    • Select the best Business Justification that describes why this job is being posted.
    • Provide a brief explanation of justification in the Comments box.
    • Click Continue to proceed.

  • Step 3 Hiring Team
    • Hiring Manager = Supervisor.  Please note the Hiring Manager field will auto populate to whomever is creating the requisition but needs to reflect the supervisor of the position.  Be sure to update as necessary.

Please note:  If the Hiring Manager field is updated, you will receive the following Warning.

  • Please select No.  By selecting Yes, the department associated with the position number will be changed to match the Hiring Manager’s information, which is not desired at this time. 

  • If the department needs to be changed/updated on the position, you will need to cancel the requisition process and complete a Request for a position change.

 

  • After you have identified the correct Hiring Manager, you will identify the Recruiter you will be working with throughout the hiring process. By default, the correct Recruiter will be the first one listed. Click on the name to populate this field. If you are unsure of who that may be or feel you are assigned to the incorrect recruiter, please see the Recruiter Responsibility page.

There are several Collaborator types, select the appropriate type from the drop-down values and enter their name(s) in the field that appears.

  • Collaborator:  Member of the team that may need to have access to the requisition but is not on the search committee.
  • Hiring Manager Assistant:  Individual designated by hiring manager to assist with the system administrative tasks associated with the search process. 
    • Please note:  If you did change the Hiring Manager field, you’ll need to add yourself as a Hiring Manager Assistant in order to have access to the requisition.
  • Recruiter Assistant:  Not applicable for this recruiting type.
  • Decentralized Human Resources (DHR) Representative (optional): DHR for hiring area that may need to view the requisition or ability to track the requisition’s progress, or view offer information on the selected candidate.
  • Search Chair: Member managing the search, if different from the Hiring Manager.
  • Search Committee: Member(s) of the search committee, or participant that will be reviewing applications, part of the interviews or a deciding member of the team.
    • Please note: these members should be identified prior to completing the requisition to ensure appropriate training and access to the Hiring module is in place.
  • Workflow Approver:  A team member that is not within manager hierarchy that may be required to review/approve the requisition and/or offer during the process.  Note:  This will be reviewed and populated by the Recruiter.

To add additional collaborators, repeat the previous step to add a different type or click the blue hyperlink under the collaborator you just added for more of the same.

  • Click Continue to proceed.

  • Step 4 Requisition Structure
    • Recruiting Type will auto populate based on the position you selected in Step 1.  Verify the information is correct.
    • Primary Location will default to the United States; no action required.
      • Please note:  Jobs not located on the main campus in Laramie will need to have language in the Posting Description (Step 6) identifying where the job will be located.
    • Click Continue to proceed.

  • Step 5 Details
  • Please Note: The required fields will differ based on the Recruiting Type. Complete the required fields identified by the blue asterisk*
    • Minimum Salary: auto populated based on paygrade of the position
    • Maximum Salary: auto populated based on paygrade of the position
    • Job Shift: Normal shift for position (Staff, Administrative requisitions)
    • Exception to Posting:  Select appropriate option.  Please see the Hiring Toolkit for further guidance on what to select.   
      • None
      • Business Necessity
      • Target of Opportunity
      • Spousal or Domestic Partner Consideration
      • Athletics Policy
      • Reorganization
      • Career Ladder Promotion
    • Direct Hire/Exception to Posting Name:  Type the name of the individual being hired by Direct Hire or Exception to Posting.
    • Justification for Exception to Posting:  Provide a thorough explanation that justifies why a direct appointment is necessary and/or contributes to the overall goals of the department 
    • *Requires Motor Vehicle Check:  A Motor Vehicle Records (MVR) check is required for all employees that will drive UW vehicles for UW business.  The MVR policy can be found here.
    • *Pay Basis: Benefited Yearly Rate
    • *Pay Basis Amount: It is recommended you enter the BUDGETED salary for this position.
    • Posted Salary Range:  Salary range displayed on the job posting visible for candidate to see.  This should reflect the available budget you have for this position.
    • *Funding Information:  Enter the funding string designated for this position.  Information entered here is for approval reference only. Official costing is done via the HCM Funding Form.
    • *Schedule (Hours Per Week): Hours worked per week.
    • Essential or On Call:  If applicable, select the appropriate designation if this position fulfills the criteria to be considered either essential or on call, otherwise select N/A. (Staff requisitions)
      • The essential definition is addressed in the University of Wyoming’s Employee Handbook.  Employees in essential positions may be required to work during emergency closures and winter closure based on the nature of their job duties and the reasons for the closure. 
    • Calendar Options:  If applicable, select the appropriate calendar, otherwise select N/A. (Staff requisitions)
      • If the person in this position will work the full year round – select N/A as the calendar option.
    • *Grant Funded: Indicate whether this position is grant funded. (Staff requisitions)
    • Faculty Proposed Position Status: Further information can be found in the UW Regulations regarding Academic Personnel (Faculty requisitions)
    • Travel:  If applicable, indicate whether this position will be required to travel for UW business.

*Posting Length:

  • Standard:
    • 14 days for non-exempt staff positions
    • 21 days for exempt staff positions
    • 30 day minimum for academic and administrative positions
  • Shortened: Only required if requesting a Shortened Posting Length.
  • Open Until Filled: must meet the minimum posting requirement
  • Athletics: 7 day minimum
  • Internal Only: 7 day minimum
  • Search Firm: Select when the department has hired an external search firm to conduct the search.
  • Direct Hire: Selected if this will not be posted, and the Direct Hire/Exception to Posting information is complete.

 

  • Click Continue to proceed.

 

 

  • Step 6 Posting Description
    • Internal Short Description – Add a short description of the position to grab an internal applicant’s attention.  This should be 2-4 sentences.
    • Internal Description – This will auto populate with a template that needs to be reviewed and updated. 
      • Review the job description and clarify minimum qualifications, add desired qualifications and any additional required materials needed.
        • Please specify what minimum experience is required.
          • Example: 1 year of experience vs. 1 year of office related experience vs. 1 year of customer service experience.
        • Please indicate if candidates with an equivalent combination of education and work experience will be considered.
      • You can add verbiage to make the job more specific to your area, but please DO NOT delete anything. 
      • Please do not make any changes to Education and Experience, as degree level and the number of years of experience are set by the classification of the position.  You may add language to indicate candidates with an equivalent combination of education and work experience will be considered and specify what experience will qualify to meet noted minimum qualifications.
    • Confirm the “Same Description for Internal and External” box is checked as this eliminates the need to populate both an internal and external job description.

 

Minimum and Desired Qualifications will be used to evaluate candidates on the Matrix. Candidates will be evaluated based on objective criteria supported from the posting. See the Matrix Instructions in the Hiring Toolkit for more information.  Candidates that do not meet the posted Minimum Qualifications shall not be considered for interview.

  • Click Continue to proceed.

  • Step 7 Offer Info
    • Both Department and Primary Work Location will auto populate based on organizational information.  Verify the information is correct.
    • Click Continue to proceed.

  • Step 8 Attachments
    • Please attach any applicable documentation.  These will not be visible on the job posting.
      • Examples include:
        • Direct Hire Candidate Resume/CV
        • Direct Hire Unit Organizational Chart
        • Direct Hire Supporting Documentation
    • Click Continue to proceed.

 

  • Step 9 Questionnaires
    • This block auto populates the required Internal and External Prescreening Questionnaires. These questions cannot be changed or removed.
    • Click the drop-down arrow in the box under Add Question to add additional Internal or External Prescreening Questions from the pre-approved library. 
      • You can start typing a keyword to find associated library questions to select from. 
        • If you add a question to the Internal section, you will need to add the same question to the External section as well.

  • Once you add a question, ensure that you check the box next to Requires Response.

  • Disregard the Interview Questionnaire section.


 

Step Two

Save and Close the Job Requisition for Human Resources review and approval.

 

Important:  Once you click Save and Close, you will not be able to edit your requisition, so be sure all the information is accurate before clicking Save and Close

  • You can review the information at any step by clicking the Edit button.

 

To submit the job requisition to HR for review, click Save and Close at the top of the page.

  • Once saved, your Recruiter will review and route for approvals.

 

You have completed the steps to Creating a Job Requisition for a Benefited Position.

Was this helpful?
0 reviews

Details

Article ID: 129596
Created
Sat 3/6/21 3:26 PM
Modified
Wed 12/8/21 2:54 PM