Create a Non-Student Hourly (NSH) Job Requisition in Workday

The following guide demonstrates how to create a Non-Student Hourly job requisition in the Workday system.

Workday

Navigate to <https://wd12.myworkday.com/csusystem/d/home.htmld>

Click into the Search field and type **Create Job Req**, hit **Enter**.

Click **Create Job Requisition** under Tasks and Reports. **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 into 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 the **Supervisory Organization** field and click **Enter**. In this example, the position reports to Drew White-Jacobson. We typed their name (or a portion of their name), pressed Enter, and selected their 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: - This is the correct selection for Non-Student Hourly Jobs**\ *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 submit a help ticket. A Workday Administrator will need to create a JM Supervisory Organization for that manager. - **Supervisor Name (no “-JM”): This is NOT used for Student Jobs**\ *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 Job Managed Job Requisition, therefor, we selected the option *with* 'JM'.

Once the correct Supervisor Organization is 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. Click into the **Recruiting Details** section to begin editing.

The first field is **Number of Openings**. If you plan to hire more than one student from a single search, be sure to enter the total number of openings in this field.

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 **Non-Student Hourly** job requisitions, you will select the **New Non-Student Hourly (NSH) Employee** code from the **Recruiting** category.

Skip the **Replacement For** field, then click the **Recruiting Instructions** field and select **Post Internally** or **Post Internally & Externally**.

**[[13]]** 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 used for reporting purposes only. Select your anticipated hire date. This will generate countdowns or alerts as the date approaches if the hire is not finalized. The **Target End Date** is optional and may be skipped. When ready, click **Next**.

Click "Job Description Summary"

Type " [[Backspace]]"

Enter the job posting title in the required **Job Posting Title** field. This should reflect the name of the role you are hiring for. The **Justification** section is optional and may be left blank. Click into the required **Job Profile** field to make a selection.

In the Job Profile field, click "**By Job Family**"

Once the Job Family options appear, select "Non Student Hourly Staff JFG"

Click "Non Student Hourly Staff"

Once the non-student hourly job profiles populate, select the one that best aligns with the role. **Note:** Do not select the Pueblo non-student hourly job profile. Pueblo job profiles are identified by the **“- P”** suffix at the end of the profile name.

You may skip the **Additional Job Profile** section and the **Job Description Summary** and **Job Description** fields, as these do not pull through to the posted job and do not need to be completed. Instead, click into the **Additional Job Description** field to begin entering the job details.

The **Additional Job Description** field contains most of the information that will appear in your job posting. All content entered in this field is outward-facing and visible to candidates. #### Required Sections All Non-Student Hourly postings must include the following sections in the Additional Job Description field **in the order listed below**: 1. **Position Summary** 1. **Full Consideration Date** (the date the Evergreen closes and applicants must reapply) 2. **Signing Bonus** (if applicable) 3. **Brief Work Unit Description** or link to department website. 2. **Essential Job Duties** (5 maximum) 3. **Conditions of Employment** 4. **Supervision** 5. **Minimum Qualifications** 6. **Preferred Qualifications** 7. **Application Instructions** (optional; include only if specific instructions are required) #### Formatting Guidelines The **Additional Job Description** field is free-text, so consistent formatting is required and **essential for screen reader accessibility:** - Use **Header 2** for all section headers - Use **Normal** text for content under each header - Apply formatting using the toolbar above the field - Do not use bold, italics, or alternative header styles in place of Header 2

Once you’ve completed the **Additional Job Description** field, scroll down to select a **Worker Sub-Type**. Click into the field to make your selection.

Click "Worker Types"

Select "Non-Student Hourly"

Click into the **Time Type** field and select either 'Full time' or 'Part time'.

The **Remote Type** field is optional but recommended. Click into the field and select the most appropriate option.

The **Primary Location** reflects the building where the role is housed/work takes place. This selection drives the **Primary Job Posting Location** field directly below. 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. Click into this field and type in the building location and click enter.

Click into 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. When ready, click **Next**.

We don't use the 'Skills' functionality in Workday, click "Next"

On the **Organizations** page, scroll down and click into the '**KFS Account**' section.

Type in the KFS account number or account name and press enter. Select the correct option if a list appears. **Note:** Updating the KFS Account field will automatically update / populate the related fields (i.e. Department and Fund). If this position is paid out of multiple accounts, that will be updated later on, once a candidate is hired. When ready, click Next.

The **Attachments** tab is used to upload search-related documentation, such as minimum qualifications screening forms or applicant rating sheets. To upload a document, click **Add**.

Once all documents are attached, click 'Next'.

On the **Compensation** page, scroll down to the **Hourly** section and click into it to edit.

In the Amount field, type in the hourly rate for this position. This is the **actual hourly amount the selected candidate will be paid**, not the displayed hourly amount on the job posting (which you will enter later). The hourly rate entered here **can** be updated during the Offer stage if changes are made through negotiation. Click out of the section to **Save**. When ready, click **Next**.

The **Assign Roles** page allows you to associate CSU employees with this specific job requisition and define what actions they can take. For example, if this non-student hourly job requisition was created by a Recruiting Coordinator, you may add yourself as the **Primary Recruiter** to gain access to review and take action on student job applications. If you want to grant someone access to view student job applications and they are not the Hiring Manager (the person this role reports to), you may add them as a **Committee Member** or **Search Chair**. Adding someone as a Search Chair grants them the ability to take action on and move applications within the system whereas a committee member can only view them. Hiring Managers automatically have access to take action on non-student hourly job applications and do not need to be added manually. To assign a new role, click on the **Add** button.

Click into the **Role** field to see the different role options. Note: Candidate Application Reviewer is *only* used for State Classified recruitments.

Once you have selected a role to add, click in the **Assigned To** field, type the person’s name, and press **Enter**. Check the box next to their name to add them.

If you need to add any additional roles, click on the **Add** button. When ready, click **Next.**

On the **Summary** page, review the job requisition and click **Submit** when you are ready. **Note:** If you need to save your job requisition and return to it later, select **Save for Later** on the Summary page. Once saved, the draft job requisition will be available in your **My Tasks** inbox.

Once the job requisition is submitted, a new task will immediately appear in a pop-up window. Click **Complete Questionnaire** to continue. **Note:** If you close the window before clicking **Complete Questionnaire**, the task will still be available in your **My Tasks** inbox.

You will now be prompted to complete the **Job Requisition Additional Details** questionnaire. This questionnaire allows the system to collect important information about the role and search, including the hourly rate or range, required applicant documents, and the posting close date. **Note:** Some responses, especially the hourly rate or range, will populate directly on the job posting and be visible to candidates, so accurate formatting is important. Not all questions in this questionnaire apply to non-student hourly job requisitions; please review the help text under each question for guidance on how to respond.

Enter the hourly rate or hourly range in the **Salary Range** field, following the required formatting shown below. If the formatting is incorrect, the job requisition will be returned for correction. If you enter a range, be sure the hourly amount listed on the **Compensation** tab falls within that range. **$XX.XX to $XX.XX an hour** **For the next three questions, select 'No.'**

Click the "No" field.

Click this icon.

Click "Resume/CV"

For the **Do you wish to use Workday to conduct reference checks?** question, select **No**. For **Please select the required application materials for this position**, choose the documents you want students to upload when applying. Your selections will pull through to the job posting

For **What is your desired posting close date**, enter the date you want the job posting to close and stop accepting applications. Non-Student Hourly job postings must remain open for a **minimum of 24 hours.** **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. You may skip the last question. 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 department Business Officer 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 - Department Business Officer reviews and approves - Position Justification Review Committee reviews and approves - **Recruiting Coordinator** 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 - Department Business Officer reviews and approves - Position Justification Review Committee reviews and approves - **Recruiting Coordinator** posts the job requisition

Once the non-student hourly job requisition is approved by both the department Business Officer and the Position Justification Review Committee, the Primary Recruiter will receive a system notification. At that point, the Recruiting Coordinator must log back into Workday to post the requisition. The **Post Job** task can be accessed from the Workday homepage or from the **My Tasks** inbox in the top-right corner.

From the **Post Job task**, click on the **Job Posting Site** field.

Click "All"

Select **both** CSU Fort Collins Careers and Internal. All non-student hourly job postings must be posted to both career sites.

Once both career sites are selected, click **OK**.

In the pop-up window, enter in an End Date for both career sites. This is the date the job posting will pull down and no longer accept job applications. Non-student hourly postings but be posted for a minimum of 24 hours. If you want your posting Open Until Filled, do not enter End Dates. **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.

When ready, click Submit.

Your Non-Student Hourly role is now posted and can begin collecting job applications.