Create Job Requisition from a Position

This guide provides step-by-step instructions for creating and submitting job requisitions for Administrative Professional positions in Workday. It explains each section of the process, including supervisory organizations, role assignments, compensation entry, application requirements, and approval workflows, helping users navigate the recruitment process accurately and efficiently.

Workday

Log into the Workday system.

Click the "Search" field.

Type "Create Job Req" and click Enter

Click **Create Job Requisition**. **Note:** If **Create Job Requisition** does not appear in the search results, you may not have access to create job requisitions in Workday. If this occurs, please submit a help request ticket to update your security access.

In the pop-up window, click the **Supervisory Organization** field. Depending on your security access, your name may automatically populate in this field. If you are hiring for a position that will report to you, you may leave your name selected. Be sure to choose the correct Supervisory Organization version based on the employee group you are hiring for (see the next section for additional details).

Enter the name of the manager who oversees the position you are filling. In this example, the position reports to Carol Erwin. We typed her name, pressed Enter, and selected her supervisory organization from the list. **Note:** If two supervisory organizations appear for the same person, select the correct one based on the guidance below: - **Supervisor Name – JM:**\ *Job Management Supervisory Organization*\ This is a flexible type of position control in Workday. With Job Management, you can hire directly into the Supervisory Organization without creating a predefined position. This structure is used for **Student Jobs, Non-Student Hourly Jobs, and Adjunct positions**, where a formal position description is not required.\ \ Note: If you need to create a Student, NSH, or Adjunct job requisition under a specific manager but no JM supervisory organization appears, please type in 'Create Request' in the WD search bar and select the supervisory organization option to request a new sup org. - **Supervisor Name (no “-JM”):**\ *Position Management Supervisory Organization*\ This structure requires that a specific position be created **before** you can hire into it. It is used for **Administrative Professional, Faculty (excluding Adjuncts), and State Classified positions**, where the job requisition must be created from a position. For this specific guide, we are creating a Position Managed Job Requisition, therefor, we selected the option *without* 'JM'.

Once a supervisory organization is selected, the 'For Existing Position' option will appear, check this radio button.

Once checked, the 'Position' field appears, click into it.

Search for the position you wish to fill and select the radio button next to it. You can scroll through the list or search by position title or keyword.

Once the correct Supervisory Organization and Position are selected, click "OK"

You have now started the **Create Job Requisition** business process. This process includes several tabs (on the left side of the screen) and multiple sections within each tab that must be completed before the job requisition can be submitted for review. To edit a specific section, simply click into that area.

The first section on the Recruiting Information tab begins with the **Positions** section. **Note:** The position you selected appears in the *Created from Defaulting Position* field. **IMPORTANT:** If you plan to make multiple hires from this job requisition, or think you may need to, you **must** select the additional positions in the *Additional Positions* field. If these positions are not selected when the job requisition is created, the department will be limited to a single hire from that requisition.

The next section on the Recruiting Information tab is **Recruiting Details**. Click into the section to begin editing.

Click the **Reason** field and select the appropriate reason for creating the job requisition. **Note:** Reason codes are grouped into three categories: *Administrative*, *Pre-Selected Candidate*, and *Recruiting*. For most job requisitions associated with a search, you will select a reason from the **Recruiting** category.

Under the **Recruiting** category, the following reason codes will appear: - **Hire for New Position** - **Hire for Vacant Position/Replacement** - **Linked Evergreen** - **New Non-Student Hourly (NSH) Employee** - **New Student Employee** **Note:** Select the reason code that best fits your job requisition. For most standard searches, choose **Hire for New Position** (for a new, unfilled position) or **Hire for Vacant Position/Replacement** (when backfilling an existing position).

Once the reason code is selected, click into the Recruiting Instruction field.

For most searches, select **Post Internally and Externally**. This ensures the job requisition appears on both the external CSU Careers site (for external applicants) and the internal Workday Jobs Hub (for current CSU employees). **Recruiting Instruction Options:** - **Do Not Post** – Used for *Linked* job requisitions (e.g., secondary open pools which are used to hire from general open pools aka Evergreens). - **Hidden Posting** – Used for AARs. Allows an external candidate to apply via a direct link but prevents the posting from appearing in the general job listings. - **Post Internally** – Used for internal searches and promotional announcements. - **Post Internally and Externally** – Used for most searches.

The **Recruiting Start Date** defaults to today’s date. If you want the job requisition to post later, enter the desired future date. The **Target Hire Date** is required but is used for reporting purposes only. Select your anticipated hire date. This date is used to generate countdowns or alerts as it approaches if the hire has not yet been finalized. Please select a realistic date that accounts for the full search and hiring process. This date should **not** be the same as the **Recruiting Start Date**. The **Target End Date** is required only for positions with defined end dates (e.g., Special Admin Pros, Faculty Fixed Term, Postdocs, NSH, and Students). Regular Admin Pro and Regular Faculty positions do not require an end date.

When ready, click 'Next'.

Click into the Job Details section on the Job tab to begin editing.

The **Job Posting Title** will populate from the position description. Major changes should not be made at this stage, but small adjustments or clarifying details may be added if needed. The **Justification** section is optional. Because information entered here does **not** appear on the job posting, this field can be used to add details, comments, or important notes for your **Business Officer** or **Talent Acquisition**. For example, the Business Officer cannot see the salary range entered in the **Job Requisition Additional Details** questionnaire. If you would like to ensure they are aware of the proposed range, you can include it in this field.

The **Job Profile** associated with the position will automatically populate. Do not modify this field. **Note:** If the search could result in hiring at different levels depending on the selected candidate (e.g., Research Associate I, II, or III or Assistant/Associate Professor), all potential job profile levels **must** be added in the **Additional Job Profiles** field.

The **Job Description Summary** and **Job Description** fields will populate from the position. **Note:** The *Job Description Summary* field may be blank, this is OK, and no entry is required. The *Job Description* field is locked and cannot be edited. Neither field displays on the public job posting.

Most of the candidate-facing job posting content comes from the **Additional Job Description** field. This field should be edited to include the standard, locked-down information from the Job Description field above, and departments should also add any recruiting or department-specific language needed for the posting.

To update the **Additional Job Description** field, scroll up to the locked Job Description field and copy the entire section.

Click into the **Additional Job Description** field and paste the copied text. Then make the updates below. ### Remove - **Decision Making** section\ *This content is used by Classification and Compensation and should not be included in the candidate-facing posting.* ### Add / Update 1. **Position Summary**\ Provide a brief overview of the position. Include the following items within this section: - **Full Consideration Date** - **Signing Bonus language** (if applicable) - A **short description of the Work Unit, Department, College, or Division**, or a link to the department website. No more than two paragraphs. 2. **Minimum Qualifications:** \ While these should be copied from the Job Description field above, minimum qualifications can be updated/edited for clarity. For example, if the position requires a PhD, additional language could be added at the job requisition stage to clarify that a PhD is required by the position start date. While small, clarifying edits are OK, any changes to required years of experience or degree type must be reviewed and approved by Classification and Compensation at the position level. Please add no more than 5-8 minimum qualifications. 3. **Preferred Qualifications**\ Add a list of preferred qualifications to help narrow the applicant pool. It is generally recommend to not exceed 10 preferred qualifications. 4. **Application Instructions** (optional)\ Add this section only if you have **specific instructions** for applicants (e.g., “In your cover letter, please address X, Y, and Z”).\ *Note: General application instructions are automatically included on the posting. Any role-specific instructions must be added in this separate section.* ### Formatting Guidelines The **Additional Job Description** field is free-text, so consistent formatting is required: - Use **Header 2** for all section headers - Use **Normal** text for content under each header - Apply formatting using the toolbar above the field ### Required Header Order 1. **Position Summary** - Full Consideration Date - Signing Bonus language (if applicable) - Description of the Work Unit/Department/College/Division, or link to department website 2. **Essential Job Duties** 3. **Conditions of Employment** 4. **Supervision** 5. **Minimum Qualifications** 6. **Preferred Qualifications** 7. **Application Instructions** (optional)

The **Worker Sub-Type**, **Time Type**, **Primary Location**, **Primary Job Posting Location**, and **Scheduled Weekly Hours** fields will populate from the position. Do **not** update the **Worker Sub-Type** if the job requisition was created from position. You may update the **Time Type** if needed. If changing the position to part-time, be sure to adjust the **Scheduled Weekly Hours** accordingly. The **Primary Location** reflects the building where the position is housed. This selection drives the **Primary Job Posting Location**. For buildings in Fort Collins, the posting location will default to *Fort Collins, CO*. For building/locations outside of Fort Collins, the **Primary Job Posting Location** should update accordingly.

The **Remote Type** field is optional but recommended. The selected option will appear on the job posting and helps candidates identify roles that align with their remote work preferences. **Additional Locations** is also optional. Use this field if the position, or multiple positions, may be based in more than one location. **Work Shift** is optional as well. Update this only if the position requires specific shifts outside standard working hours.

Skip the **Link to Evergreen Requisition** section and proceed to the **Questionnaires** section. Select **Job App Primary Questionnaire** for both **Internal Career Site – Primary** and **External Career Site – Primary**. This is the questionnaire applicants complete when applying. It includes the following questions: 1. **To help ensure your application receives full consideration, please confirm that you’ve included all required materials as outlined in the job posting.** (Required) - I confirm that I’ve reviewed the job posting and included all required materials. - I have not reviewed the job posting and included all required materials. 2. **Are you legally authorized to work in the United States?** (Required) - Yes - No 3. **Will you now or in the future require sponsorship for employment visa status (e.g., H-1B)?** (Required) - Yes - No 4. **I confirm that I have reviewed and agree to the Conditions of Employment for this position and that I meet all stated requirements.** (Required) - Yes, I confirm - No **Note:** None of these questions are disqualifying on their own. However, if a department cannot sponsor a visa and requires U.S. work authorization, they may list this requirement as a **Minimum Qualification** in the *Additional Job Description* field. In that case, candidates who answer **No** to question 2 or **Yes** to question 3 may be declined/dispositioned from the search.

The **Assessment** section may be skipped. Click "Next" when ready.

The **Skills** tab is not currently being used at this time, Click 'Next' when ready.

The **Organizations** tab displays the position’s Company, Costing Fund, KFS Account, and Department. If any of this information is incorrect, it can be updated directly on this page. When ready, click 'Next'. **Note:** Updating the KFS Account field will automatically update / populate the related fields. If this position is paid out of multiple accounts, that will be updated later on, once a candidate is hired.

The **Attachments** tab is used to upload search-related documentation, such as minimum qualifications screening forms, applicant rating sheets, or other required materials (e.g., a proposed candidate résumé for an AAR). To upload a document, click **Add**.

Once all required documents are attached, click 'Next'.

On the **Compensation** tab, enter the salary for the position into the **Assignment Details** field. This is the **actual salary amount the selected candidate will be paid**, not the required salary range (which you will enter later). The salary entered here can be updated during the Offer stage if changes are made through negotiation. Please ensure the amount you enter falls within the salary range that will be added soon. **Note:** When you first open this page, both a **CSUS *Academic* Salary Plan** and a **CSUS Salary Plan** section will appear. Complete **only** the section that corresponds to the position and delete the other by clicking the **X** in the upper-right corner. - ***Most* Admin Professionals** → CSUS Salary Plan - **AP and Faculty Academic Appointments** → CSUS *Academic* Salary Plan; 9/9, 9/12 or 12/12.

In this example, we are creating an AP, Regular, 12-Month appointment job requisition, therefore, we will delete the CSUS **Academic** Salary Plan section.

Click "Delete"

To add the salary, click into the CSUS Salary Plan section.

Enter the position's salary into the **Amount** field.

Note: If this were an Hourly position (i.e. Student, NSH, AP Hourly), you would enter in the hourly wage into the Hourly section.

Click "Next" when ready.

On the **Assign Roles** tab, enter the names and roles of the individuals participating in the search. For Administrative Professional and Faculty positions, a **Primary Recruiter** must be assigned. Only individuals who hold the *Recruiting Coordinator* security group in Workday can be added as a Primary Recruiter. Note: Multiple roles may be assigned to a job requisition, each with different levels of access and responsibilities. - **Primary Recruiter:** Responsible for managing the recruitment process for a job requisition. This role has full actionability on candidates, including reviewing applications, updating candidate stages, scheduling interviews, initiating offers, and communicating with applicants. Certain steps in the business process—such as offer approvals—route directly to the Primary Recruiter. Only users with the Recruiting Coordinator security group may be assigned this role, though not all Recruiting Coordinators will serve as Primary Recruiters. This role most closely aligns with the HR Professional role in TMS. - **Search Chair:** Leads and coordinates the search committee and must have completed Search Chair training. The Search Chair can review applicant materials and move candidates through all recruitment stages, ensuring committee decisions are accurately reflected in Workday. The Search Chair cannot initiate the offer process and serves as the primary point of coordination for the committee. - **Search Committee Assistant:** Supports the Search Chair throughout the search process. Any CSU employee may be assigned to this role. The Search Chair Assistant has the same system access as the Search Chair, including the ability to review applicant materials and move candidates through all stages, but cannot initiate the offer process. This role helps ensure the search runs smoothly and remains compliant. - **Search Committee Member:** Assigned to review and evaluate applicants for the requisition. Any CSU employee may serve in this role. Committee Members have view-only access to applicant materials (e.g., résumés, cover letters, screening notes) and cannot move candidates or take system actions. Their role is to review materials and contribute to committee discussions and decisions. To add a role, click the Add button. *\*Please define the search type and identify your EOC, Search Chair, and/or HR Professional in the Additional Job Requisition Details Questionnaire (Step 55).*

You may type the name of the role you wish to add and press Enter, or select the three-line icon within the field to browse all available role options.

Once the correct role is selected, click into the **Assigned To** field and begin typing the name of the worker you want to assign. Press Enter to search. **Note:** In Workday, you only need to type the first two letters of a name or business process for the system to return results. For example, to add Levi Blakeslee, typing **“Le Bl”** and pressing Enter will bring up the correct worker.

To add a new Role, click the Add button.

You may type the name of the role you wish to add and press Enter, or select the three-line icon within the field to browse all available role options.

Once the correct role is selected, click into the **Assigned To** field and begin typing the name of the worker you want to assign. Press Enter to search.

To add a new Role, click the Add button.

You may type the name of the role you wish to add and press Enter, or select the three-line icon within the field to browse all available role options.

Once the correct role is selected, click into the **Assigned To** field and begin typing the name of the worker you want to assign. Press Enter to search.

To add multiple people to the same role, enter all names in the **same Assigned To** field (do not add a new role section). After selecting the first person, click back into the search field, type the next name, and check the box next to the correct worker. Repeat as needed to add additional committee members.

Once all roles have been assigned, click "Next".

Review the **Summary** tab to ensure all job requisition information is correct. When ready, click "Submit"

Immediately upon submission, the Recruiting Coordinator (or the Manager, if they initiated the job requisition) will be prompted to **Complete a Questionnaire**. When the pop-up window appears, click **Complete Questionnaire** to proceed.

You will now be prompted to complete the **Job Requisition Additional Details** questionnaire. This questionnaire allows Talent Acquisition to collect important information about the position and search, such as the salary range, required applicant documents, and reference contact preferences. It is also used to capture details related to specific request types, such as promotions and AARs. Note: Some responses, particularly the salary range, will populate directly onto the job posting and be visible to candidates, so accurate formatting is essential.

For the salary range field, be sure to follow the required formatting shown below. If the formatting is incorrect, the job requisition will be returned for correction. Also ensure that the salary amount entered on the Compensation tab falls within this range. **$XX,XXX to $XX,XXX**

For regular searches i.e. not an AAR or Promotion, click No for these three questions.

Note: The reference check question asks whether you would like Workday to solicit/conduct reference checks on behalf of the search committee. If you select **“Yes,”** Workday will automatically email a reference questionnaire to the candidate’s listed references as soon as the candidate is moved into the **Reference Check** stage and the candidate submits their reference contact information. The questionnaire sent depends on the candidate’s selected *Relationship Type*. If the committee plans to conduct its own reference checks, select **“No.”** If you select 'No', candidates will still be asked to provide their reference **contact** information when moved to the Reference Check stage, but Workday will not contact those references automatically.

From the **Required Application Materials** multi-select question, select all documents that candidates will be expected to upload when applying. **Note:** The selections made in this drop-down menu will appear in the main body of the job posting. However, this field is informational only. It does **not** create separate required document upload slots in Workday. Because the system cannot enforce multiple required attachments, applicants may still submit their application with only a single document. For this reason, it is important for the Search Chair or Primary Recruiter to review applications for completeness and, when necessary, use the **Incomplete Application** email template to notify applicants who have not submitted all required materials.

Enter your desired posting close date in the field below. This is the date the job will be removed from the careers website and will stop accepting applications. If you'd like your posting open until filled, enter N/A. **Note:** Workday interprets the posting close date at **12:00 AM on the selected date**, not 11:59 PM. For example, if you select **5/1** as the close date, the posting will close at **12:00 AM on 5/1**, not at the end of that day.

For the final question, most searches should select the **Standard Application**. - **Standard Application:** Requires applicants to upload documents but does **not** require them to complete separate Work Experience sections. - **Work Experience Application:** Requires applicants to complete Work Experience sections but does **not** require them to upload application documents.

Use the ***Optional Additional Notes*** field to provide any additional information relevant to the search or to communicate to the Talent Acquisition team, including the search type and the assigned EOC, Search Chair, and/or HR Professional.

When ready, click Submit.

Immediately upon submission, the Recruiting Coordinator (or the Manager, if they initiated the job requisition) will be prompted to **Complete a Second Questionnaire**. When the pop-up window appears, click **Complete Questionnaire** to proceed.

The **Request to Fill Position Questionnaire** replaces the current University Position Justification Form. Instead of completing this form outside of Workday, the process is now integrated into the system. Enter detailed rationale in the fields below. Your responses will be reviewed by the Position Justification Review Committee to determine whether the search may move forward. Once filled out, click Submit.

Upon submission, a pop-up window will display the next approver in the process. In this example, the job requisition has routed to the Recruiter (Talent Acquisition) for review and approval. **Note: The approval workflow differs depending on who initiates the job requisition.** **If created by a Recruiting Coordinator:** - Recruiting Coordinator creates the Job Requisition - Recruiting Coordinator completes the Job Requisition Additional Details Questionnaire - Recruiting Coordinator completes the Position Justification Questionnaire - Recruiter (Talent Acquisition) reviews and approves - Department Business Officer reviews and approves - Position Justification Review Committee reviews and approves - Talent Acquisition posts the job requisition **If created by a Manager:** - Manager creates the Job Requisition - Manager completes the Job Requisition Additional Details Questionnaire - Manager completes the Position Justification Questionnaire - Recruiting Coordinator reviews and approves - Recruiter (Talent Acquisition) reviews and approves - Department Business Officer reviews and approves - Position Justification Review Committee reviews and approves - Talent Acquisition posts the job requisition

To see who is next in the approval flow and what additional steps remain, click **View Details**.

Click "Details and Process"

Click on Job Requisition from the Overall Process section.

Click on the "Process" tab.

Scroll down to the **Awaiting Action** section. This shows which user or group is responsible for taking the next action. In this example, it is with the Recruiter (Talent Acquisition), where all eight Talent Acquisition team members are listed.

Create Job Requisition from a Position

Workday

Log into the Workday system.

Click the "Search" field.

Type "Create Job Req" and click Enter

Once a supervisory organization is selected, the 'For Existing Position' option will appear, check this radio button.

Once checked, the 'Position' field appears, click into it.

Search for the position you wish to fill and select the radio button next to it. You can scroll through the list or search by position title or keyword.

Once the correct Supervisory Organization and Position are selected, click "OK"

The next section on the Recruiting Information tab is **Recruiting Details**. Click into the section to begin editing.

Once the reason code is selected, click into the Recruiting Instruction field.

When ready, click 'Next'.

Click into the Job Details section on the Job tab to begin editing.

To update the **Additional Job Description** field, scroll up to the locked Job Description field and copy the entire section.

The **Assessment** section may be skipped. Click "Next" when ready.

The **Skills** tab is not currently being used at this time, Click 'Next' when ready.

Once all required documents are attached, click 'Next'.

In this example, we are creating an AP, Regular, 12-Month appointment job requisition, therefore, we will delete the CSUS **Academic** Salary Plan section.

Click "Delete"

To add the salary, click into the CSUS Salary Plan section.

Enter the position's salary into the **Amount** field.

Note: If this were an Hourly position (i.e. Student, NSH, AP Hourly), you would enter in the hourly wage into the Hourly section.

Click "Next" when ready.

You may type the name of the role you wish to add and press Enter, or select the three-line icon within the field to browse all available role options.

To add a new Role, click the Add button.

You may type the name of the role you wish to add and press Enter, or select the three-line icon within the field to browse all available role options.

Once the correct role is selected, click into the **Assigned To** field and begin typing the name of the worker you want to assign. Press Enter to search.

To add a new Role, click the Add button.

You may type the name of the role you wish to add and press Enter, or select the three-line icon within the field to browse all available role options.

Once the correct role is selected, click into the **Assigned To** field and begin typing the name of the worker you want to assign. Press Enter to search.

Once all roles have been assigned, click "Next".

Review the **Summary** tab to ensure all job requisition information is correct. When ready, click "Submit"

For regular searches i.e. not an AAR or Promotion, click No for these three questions.

When ready, click Submit.

To see who is next in the approval flow and what additional steps remain, click **View Details**.

Click "Details and Process"

Click on Job Requisition from the Overall Process section.

Click on the "Process" tab.