How to Create a Linked Job Requisition (Secondary Open Pool)

The following guide shows you how to create a Linked Job Requisition (secondary open pool) and copy over applicants from the Evergreen Requisition (open pool).

Workday

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

Click the "Search" field.

Type "Create Job Req" and hit Enter.

From the results, click "Create Job Requisition".

In the pop-up window, click the **Supervisory Organization** field and type in the name of the supervisor for which the position reports to. 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.\ \ After typing in the supervisors name, press **Enter**, then select their **supervisory organization** from the list. **Note:** If more than one supervisory organization appears for the same person, select the appropriate option using the guidance below. ### Supervisor Name – JM *Job Management Supervisory Organization* - If you are creating Linked Job Requisition (secondary open pool) to hire an **Adjuncts**, select the **“- JM”** version of the supervisory organization (if available). - Job Management (JM) supervisory organizations do **not** require positions. Selecting this option allows you to create a Linked Job Requisition (secondary open pool posting) **without** creating a position when making a hire from the General Open Pool (Evergreen). **Important:** If a JM supervisory organization is needed but does not appear, submit a help ticket. A Workday Administrator must create the JM supervisory organization for that manager. ### Supervisor Name (no “- JM”) *Position Management Supervisory Organization* - This structure **requires a position** to be created before a hire can be made. - It is used for **Administrative Professional, Faculty (excluding Adjuncts), State Classified, and Research Associate** positions. For this guide, we are creating a **Research Associate II** linked job requisition, therefore a position is required and we select the Position Managed version of the supervisory organization.

If you selected a Position Managed supervisory organization a, 'For Existing Position' option will appear, check this radio button. If you are hiring an Adjunct out of an Evergreen and selected a Job Managed supervisory organization, just click 'OK'.

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 (Linked) 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.\ \ For **Adjunct** job requisitions, some sections may look different. For example, on the Recruiting Information page shown below, the Positions section won't populate.

Click into the **Recruiting Details** section to begin editing, starting with the required Reason field. Click into this field to see the Reason options.

Select the '**Recruiting**' category and then select '**Linked Evergreen Requisition**'.

From the **Recruiting Instructions** field, select "**Do Not Post**".

The **Recruiting Start Date** defaults to today’s date. For Linked Job Requisitions, do not change this. 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 required only for positions with defined end dates (e.g., Special Admin Pros, Faculty Fixed Term, Postdocs, NSH, and Students). Because we created this Linked Job Requisition from an Admin Professional - Special position, an end date is required. **Note**: Target End Dates are used for reporting purposes only. If an entered End Date comes and goes, this does not mean the employee stops getting paid, they will simply appear on an End Date report to allow departments to track which assignments may need extending. When ready, click "**Next**".

**For Adjunct Only:** Complete the next four steps.\ **For all other employee groups:** Skip ahead to step 19. If this is a Linked **Adjunct** Job Requisition, click into the **Job Details** section to begin editing. In the **Job Posting Title** field, enter the title of the role. Click into the **Job Profile** field. You may either: - Search by selecting **By Job Family → Faculty JFG → Adjunct Faculty → Adjunct Family – FC**, or - Type **Adjunct** and press **Enter**. Be sure to select the **– FC** version for Fort Collins positions. The **– P** version applies to Pueblo.

Once you have selected the Adjunct Job Profile, scroll down and click into the blank Additional Job Description field and add the following sections: - **Essential Job Duties** - **Supervision** - **Conditions of Employment** - **Minimum Qualifications** - **Preferred Qualifications** All headers must be formatted as **Header 2 (H2)**. After adding the headers, complete each section with information specific to the Adjunct role. The **Minimum Qualifications** listed on the Linked Job Requisition must match or include the Minimum Qualifications advertised in the Evergreen posting; however, additional role-specific qualifications may be added if needed.

For the **Worker Sub-Type** field, select or type **Faculty – Fixed Term**, then press **Enter**. For the **Time Type** field, select the appropriate option (**Full-time** or **Part-time**). Lastly, in the **Primary Location** field, enter the building location where this position will reside.

Lastly, for **Adjuncts**, update the **Scheduled Weekly Hours** field as needed. Ensure the hours align with the selected **Time Type** (Full-time or Part-time).

Clink into the **Link to Evergreen Requisition** section.

Search for the Evergreen (open pool) requisition by number or name, then press **Enter**. If multiple results appear, select the checkbox next to the correct Evergreen requisition. **Note**: This is how you connect the Evergreen (Open Pool) to the Linked Job Requisition (Secondary Open Pool). --- **IMPORTANT:** Job Profiles selected on the Evergreen requisition must match the Job Profiles used on any future Linked Job Requisitions. If a Job Profile is not included on the Evergreen but is added on the Linked Job Requisition, Workday will not allow the requisitions to be linked. In short, the Job Profiles defined on the Evergreen control which future requisitions can be successfully linked to it. If you forgot to include a Job Profile on the Evergreen and are unable to link a requisition, please submit a Workday Help ticket to Talent Acquisition for assistance.

Click into the **Questionnaires** section.

Select **Job Requisition Primary Questionnaire** for both the **Internal Career Site – Primary** and **External Career Site – Primary** fields, then click **Next**.

On the **Skills** page, click **Next**.

On the **Organizations** page, for job requisitions created from a **Position**, click **Next**. For **Adjunct** job requisitions, enter the **KFS Account**, then click **Next**.

On the **Attachments** page, click **Add** to attach the required **Minimum Qualifications Screening Form** and/or **Applicant Rating Sheet**.

Once the 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**. 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 advertised salary range on your Evergreen Requisition. **Note for all employee groups BESIDES Adjunct:** When you first open this page, both a **CSUS *Academic* Salary Plan** and a **CSUS Salary Plan** section will appear within the Salary section. Complete **only** the section that corresponds to the position’s appointment length and delete the other by clicking the **X** in the upper-right corner. - **12-Month Appointment** → CSUS Salary Plan - **9-Month Appointment** → CSUS *Academic* Salary Plan **Adjuncts**: You will not enter any salary amount on this page. Adjuncts are paid via **Period Activity Pay** which is set up later. You may skip this page and click **Next**.

In this example, we are creating an **Administrative Professional (AP), Regular, 12-Month** job requisition. As a result, the **CSUS Academic Salary Plan** section should be removed. For **Contract or Continuing Faculty** positions, or **9-month AP** positions, remove the standard **Salary Plan** and complete the **Academic Salary Plan** section instead.

Click "Delete"

To add the salary, click into the remaining section.

Enter the position's salary into the **Amount** field. When ready, click **Next**.

On the **Assign Roles** tab, add the individuals participating in the search and assign their roles. For **Administrative Professional** and **Faculty** positions, a **Primary Recruiter** is required. Only individuals with the *Recruiting Coordinator* security role in Workday can be assigned as a Primary Recruiter. **Note:** Multiple roles may be assigned to a job requisition, each with different levels of access and responsibility. For **Linked Job Requisitions**, you will typically only need to assign a **Primary Recruiter** and the **Hiring Manager** (as Chair) so they can view applicant materials. If you plan to use a committee model to hire from your Evergreen, you may assign committee members on this page. Assigning someone as a **Chair**, **Primary Recruiter**, or **Search Committee Assistant** grants them access to take action on candidates once they are copied over. To add a role, click **Add**.

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.

Click the "Assigned To" field.

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 Tyler Heyne, typing **“Ty He”** and pressing Enter will bring up the correct worker.

Once all necessary roles are added, 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.

For the **What is the salary range for this position?** question, enter the position’s salary range. **Note:** Because this is a **Linked Job Requisition**, a posting will not be created. As a result, formatting is not critical. For the next two questions, select '**No**'.

For the **AAR** question, select **No**. The **Reference Check** question asks whether you want Workday to conduct reference checks on behalf of the search committee. - Select Yes if you want Workday to automatically email a reference questionnaire to the candidate’s listed references once the candidate is moved to the **Reference Check candidate** **stage** and submits their reference contact information. The questionnaire sent is based on the candidate’s selected *Relationship Type*. You can review all relationship-type questionnaires here: <https://hr.colostate.edu/reference-checks-in-workday/>. - Select No if the committee plans to conduct its own reference checks. Candidates will still be required to provide reference contact information when moved to the Reference Check candidate stage, but Workday will not automatically contact the references. **Faculty Linked Job Requisitions:** Only select Yes if you intend to collect letters of recommendation from candidates.

In the **Application Materials** question, select the same documents that were selected on the Evergreen. For **Close Posting Date**, enter **NA**. For the **Application Template** question, select **Standard Application**. When ready, click **Submit**.

Immediately after submission, the **Recruiting Coordinator** (or the **Manager**, if they initiated the job requisition) will be prompted to complete the second questionnaire, **Request to Fill Position**. 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

Once the Linked Job Requisition is approved, the **Primary Recruiter** will receive a notification from Workday. At that point, log back into Workday and navigate to the **Evergreen** requisition. You can find it by searching in the search bar using **JR:** followed by the requisition number or name and hitting Enter, or by locating it in the **Recruiting Hub**.

Once in the **Evergreen** requisition, click on the **Candidates** tab.

On the **Candidates** tab, check the box at the top of the candidate grid to select all candidates. Once selected, click the three-dot menu in the bottom-right corner.

From the three-dot menu, select **Copy to Another Job Requisition**. **Note:** Primary Recruiters are responsible for copying candidates from the Evergreen into Linked Job Requisitions. All candidates must be copied into a Linked Job Requisition before they can be moved forward in the search process (for example, to request interviews, conduct reference checks, issue offers, or initiate background checks). Candidate movement within the Evergreen is not permitted, except when moving candidates to a **Declined** stage (for example, if they do not meet the Evergreen’s minimum qualifications).

In the pop-up window, enter the requisition number or name of the **Linked Job Requisition** (secondary open pool) in the **Job Requisition** field, then press **Enter**. Once the correct Linked Job Requisition appears, select it and click **OK**.

On the next page, click **Done**. Your Evergreen applications have now been copied over to your Linked Job Requisition (secondary open pool). Next Steps: You may now navigate to your approved Linked Job Requisition (secondary open pool) and begin moving candidates forward. For those selected to participate in an interview, move them forward to the interview stage following along with this [guide](https://scribehow.com/viewer/Schedule_an_Interview_and_Send_Email_Invitation_to_Interviewer__4PZaZ2d8QdGZyeTsWWK6iw). For those who are not selected to move forward, move them into a Declined candidate stage within the Linked Job Requisition.