How to Create an Evergreen Requisition in Workday

This guide provides an overview of how to create and manage Evergreen (Open Pool) job requisitions in Workday. Evergreens are designed to continuously collect applications for roles that are hired on a recurring basis, allowing departments to efficiently build and maintain candidate pools over time. This guide walks you through the process of creating an Evergreen requisition, while the accompanying How to Create a Linked Job Requisition guide explains the steps for hiring from an Evergreen.

Workday

Log into the Workday system at <https://wd12.myworkday.com/csusystem/d/home.htmld>

Click the "Search" field.

Type "create evergreen requisition" and click Enter.

Click **Create Evergreen Requisition**. **Note:** If **Create Evergreen Requisition** does not appear in the search results, you may not have access to create evergreen 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. 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 **department head** for the department in which this Open Pool will reside. In the example below, we are creating a **Research Associate I, II, or III – Open Pool** within the Biology department. Therefore, we enter the name of the Biology Department Head, **Melinda Smith**. After typing her name, press **Enter**, then select her **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 an Open Pool for **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 **Position Management Evergreen Requisition**, as **Research Associate I, II, and III positions require positions**. Therefore, select the supervisory organization **without “- JM.”**

Once the correct Supervisory Organization is selected, click "OK".

You have now started the **Create Evergreen 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 **Recruiting Details** section. For most Evergreen Requisitions, 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 Evergreens.

The **Recruiting Start Date** defaults to today’s date. If you want the Evergreen requisition to post later, enter the desired future date. The **Target Hire Date** and **Target End Date** fields are optional and may be left blank for Evergreen Requisitions. When ready, click **Next.**

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

In the **Job Posting Title** field, enter the posting title. The **Justification** section is optional and may be left blank. Information in this field does not pull through to the posting.

Select a Job Profile in the **Required Job Profile** field. In this example, we are creating a **Research Associate I, II, or III Evergreen** posting, so I selected the **Research Associate I – EX** job profile. To search for a profile, simply click into the field to search, or type **“Research Associate”**, press **Enter**, and then select the correct profile by checking the box next to its name. If you were creating a **Research Scientist** Evergreen, you would select a **Research Scientist** job profile. Similarly, for **Postdocs** or **Adjuncts**, be sure to select the appropriate job profile for that role in this field.

Because this Evergreen posting may be used to hire **multiple Research Associate levels** (I, II, and III), all applicable job profile levels must be selected in the **Additional Job Profiles** field. This same guidance applies to departments hiring **multiple Research Scientist levels**, or when creating an Evergreen for **Postdoctoral Fellows** where hires may be **Exempt (Postdoctoral Fellow – EX)** or **Non-Exempt (Postdoctoral Fellow – NEX)**. In these cases, all potential job profile options must be captured in the **Additional Job Profiles** field. To add additional job profiles, click into the **Additional Job Profiles** field, type the job profile name, press **Enter**, and select all applicable profiles by checking the boxes next to them. --- **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.

For this example, all **Research Associate job profiles**—Levels **I through III**, including both **Non-Exempt Salary** and **Non-Exempt Hourly** options—have been selected. This does not require hiring at all of these levels; rather, it ensures the department has the flexibility to hire at any of these levels as needed.

The **Job Description Summary** field is optional, and any information entered here does **not** appear on the job posting. The **Job Description** field is uneditable, and may be skipped. Scroll down and click into the **Additional Job Description** field.

Use the **Additional Job Description** field to enter the **candidate-facing posting language** for Evergreen (Open Pool) positions. This content appears directly on the job posting and must be written broadly enough to support **multiple potential hires** over the life of the Evergreen. When completing this field for an Evergreen posting: - Do **not** reference a specific project, start date, supervisor, or funding source unless it applies to all potential hires. - Use **general, reusable language** that can accommodate multiple job levels, appointment lengths, and hiring timelines. - Include **only applicant-facing content**. Internal or classification-only information (e.g., Decision Making, budget details, or compensation analysis) should not be included. #### Required Sections All Evergreen 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. **Salary Range** 3. **Essential Job Duties** 4. **Conditions of Employment** 5. **Supervision** 6. **Minimum Qualifications** 7. **Preferred Qualifications** 8. **Application Instructions** (list the required job application materials required to apply) #### 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 - Do not use bold, italics, or alternative header styles in place of Header 2 \ Here is an example: \ \ The Department of Biology at Colorado State University seeks applications for temporary or special **Research Associate I, II, or III** positions to support research programs across a broad range of biological disciplines, including cell and molecular biology, plant and animal physiology, animal behavior, ecology, evolutionary biology, and computational/theoretical biology. Research Associates work under the direction of individual faculty members and contribute to ongoing research activities specific to each lab. Duties, funding source, appointment length, and work modality (in-person, hybrid, or remote) vary by faculty lab. Detailed descriptions of faculty research programs are available on the department website: Link to Department Website **Full Consideration Date** This evergreen posting will remain open and continue collecting applications until December 31, 2026. Applicants who wish to be considered after this date must reapply. ## Signing Bonus Any signing bonus, up to **$2,500**, must be approved on a case-by-case basis by the hiring laboratory and departmental leadership. **Salary Range:** $45,000 to $60,000 ## Essential Job Duties Essential job duties vary depending on the hiring laboratory and research program, but may include: - Conducting laboratory, field, or computational research activities - Collecting, managing, and analyzing research data - Assisting with experimental design and protocol implementation - Maintaining laboratory equipment, materials, and documentation - Contributing to manuscripts, reports, and presentations - Collaborating with faculty, staff, graduate students, and other research personnel Specific duties will be defined at the time of hire by the supervising faculty member. ## Conditions of Employment Pre-employment criminal background check (required for new hires) ## Supervision This position reports to a faculty member within the Department of Biology. Day-to-day supervision and expectations are defined by the hiring laboratory. ## Minimum Qualifications - Bachelor’s degree in an appropriate discipline by the start date **Research Associate Level Requirements:** - **Research Associate I:** Bachelor’s degree and fewer than 3 years of relevant, post-baccalaureate professional research experience - **Research Associate II:** Bachelor’s degree with more than 3 years of relevant professional research experience, or a Master’s degree - **Research Associate III:** Bachelor’s degree with at least 5 years of relevant professional research experience, or a Master’s degree with at least 2 years of experience - Individuals with a PhD and no prior experience may be appointed at the Research Associate III level, if appropriate ## Preferred Qualifications Preferred qualifications vary by laboratory and may include: - Prior research experience in a relevant biological discipline - Experience with laboratory, field, or computational research methods - Strong written and verbal communication skills - Ability to work independently and collaboratively in a research environment - Experience with data analysis, scientific writing, or specialized research techniques relevant to the hiring lab ## Application Instructions To apply, please upload a resume and cover letter. This is an **evergreen** posting. Applications will be reviewed as hiring needs arise, and qualified applicants may be contacted by individual faculty members if a suitable opportunity becomes available. This pool will expire on **December 31, 2025**. Applicants wishing to be considered beyond this date must reapply.

Select the appropriate **Worker Sub-Type** from the **Worker Sub-Type** field. If the Evergreen applies to multiple worker sub-types (e.g., **AP Regular** and **AP Special**), select either option. The **Time Type** field may be skipped. While the **Remote Type** field is optional, it is strongly encouraged. Select the option that best applies, provided it is accurate for **all future hires** made from this Evergreen. In the **Primary Location** field, enter the CSU building location. This will automatically populate the **Primary Job Posting Location** with the corresponding city and state. - **IMPORTANT**: While this field is not required in Workday, please ensure you add a Primary Job Posting Location. If this Evergreen may be used to hire for **multiple locations**, add those locations in the **Additional Locations** field. The **Scheduled Weekly Hours** field may be skipped. Once you have updated all fields in this section, click out of the section to save.

Skip the **Link to Evergreen Requisition** section. This section is used why you need to create your Secondary Open Pool (aka Linked Job Requisition) to make a hire out of the General Open Pool (aka Evergreen). 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.

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.

You may skip the **Organizations** tab when creating an Evergreen, click 'Next'.

You can also skip the **Attachments** page when creating an Evergreen, click 'Next'.

On the **Compensation** tab, you must enter a salary amount in the **Assignment Details** section. While this is a required Workday step for Admin Pro and Faculty (not including Adjuncts), the salary entered here **does not determine actual pay** when making a hire from an Evergreen, nor does it pull through to the job posting. **Note for Admin Pro or Faculty (not including Adjuncts):** When this page first opens, both a **CSUS Salary Plan** and a **CSUS *Academic* Salary Plan** section will appear. Complete **only** the section that corresponds to the position’s appointment length, and remove the other by clicking the **X** in the upper-right corner. - **12-month appointment:** CSUS Salary Plan - **9-month appointment:** CSUS *Academic* Salary Plan If this is an **Adjunct** Evergreen, you may skip the **Compensation** tab by clicking **Next**.

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

In the pop-up window, click 'Delete'.

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

Enter a salary amount in the **Salary** field. This value does **not** appear on the job posting and does **not** determine pay for future hires. The amount entered here should fall within the **salary range** you entered in the Additional Job Description field on the Job page.

Click 'Next'.

On the **Assign Roles** page, click '**Add**'.

Click into the **Role** field and select **Primary Recruiter.**

Click into the **Assigned To** field and enter the name of the Recruiting Coordinator you want to assign as the **Evergreen Primary Recruiter**. Assigning someone as the Primary Recruiter allows them to manage the Evergreen applicant pool and copy candidates into linked job requisitions when the department is ready to make a hire. **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, we would type **“Ty He”** and press Enter. Once the correct individual appears, check the box next to their name. If an individual does not appear in the search results, they may not hold the **Recruiting Coordinator** role. If this occurs, please submit a **Workday help ticket** to request access.

When ready, click 'Next'.

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

Upon submission, a pop-up window will display the **next approver** in the process. Evergreen requisition routes to **Talent Acquisition (Recruiter)** for review and approval. Once approved, Talent Acquisition will post the Evergreen to begin collecting applications. **Next Steps:**\ When a department has an open vacancy and is ready to hire from the Evergreen, the **Recruiting Coordinator** must create a **Linked Job Requisition** (aka a secondary open pool). - For **Administrative Professional (AP)** or **Faculty** positions (excluding Adjuncts), a **position must be created first**. - Once the position is created or if you are hiring an Adjunct, the Recruiting Coordinator should follow the [**How to Create a Linked Job Requisition**](https://scribehow.com/viewer/How_to_Create_a_Linked_Job_Requisition_Secondary_Open_Pool__DEngR_7tQdiJ-GazlG1guw) guide to complete the process. **Important:** Evergreen requisitions are used to collect applications only. Departments may not review, interview, or select candidates until a **Linked Job Requisition** has been created and applicants have been copied over. Once this step is complete, the search and interview process may proceed.