How to Modify a Position via Edit Position Restrictions

The Edit Position Restrictions business process updates key position details (job profile, title, job description). It may be used for recruitment updates, position revisions (including promotions), SC to AP conversions, FLSA reviews, and other position changes. This process supports both recruitment and employee updates, ensuring position data remains accurate and aligned with organizational structure, classification, and compensation requirements.

Workday

To begin, click the search field on the Workday home screen and search for **Edit Position Restrictions**. Select the **Edit Position Restrictions** task.

In the pop-up window, search for the position you are looking to Edit. Positions can be search for using the position number, title, or if occupied, the current employee. Begin typing the position in and press **Enter** to return search results. You must press **Enter** for Workday to display results. Once the correct position has been selected, click **OK.**

You have now started the **Edit Position Restrictions** task and can proceed with updating the position information. If the title of the position is going to be updated, please select the **Job Posting Title** field and update the information in the text field.

The **Earliest Hire Date** can be used to control the earliest date someone may be seated in this version of the position. For recruitments, this may be the earliest possible start date. For promotions or updates to occupied positions, this is the earliest possible date those changes can be reflected. For most promotions, the first of the following month may be entered. **Note**: Do not select anything in the Job Family field. The position's Job Family is determined by the selected Job Profile.

If the Job Profile needs to be updated, click the Job Profile section and select the new requested Job Profile. There are multiple ways to search for and select a **Job Profile**. The recommended approach is to navigate through the Job Profile field using the following path: **By Job Family** → select the appropriate Job Family (for example, *Administrative Professional*) → select the relevant **Job Family Category** (for example, *Human Resources*). Once you are in the correct category, select the Job Profile that best aligns with the position. Alternatively, you may type the name of a Job Profile directly into the field and press **Enter** to view available results. Select the checkbox next to the most appropriate profile. For example "Administrative assistant". **NOTE:** If using the keyword search method, ensure the selected job profile aligns with the position’s **worker sub-type/job family group**. Refer to the following slides for guidance on confirming the appropriate job family group. **Note:** Job Profile suffixes indicate FLSA classification and payment type: - **EX** = Exempt - **NEX** = Non-Exempt - **NEX – H** = Non-Exempt Hourly - **NEX – S** = Non-Exempt Salary ***If you are unsure which job profile to select, please create a Workday Help Ticket.***

**IMPORTANT:** To ensure the selected job profile falls within the appropriate job family group, perform the following actions: 1. Click on the related actions button next to the job profile.

In the pop-up window, right click the Job Family and select See in New Tab.

In the new tab, confirm the Job Family Group.

Once you have selected a Job Profile, please add add a brief statement of two to four sentences to explain position’s general function and the primary reason for the work performed in the **Job Description Summary** field. \*\*Please note: in the Job family field below highlighted in red do not enter "Administrative professional" Instead, select the appropriate group or leave the field blank.\*\* If the Job Description Summary field populated with information when you selected the Job Profile, leave it be.

**NOTE:** If you update the **Job Profile**, the newly selected profile’s templated **Job Description** will **not override** the existing Job Description field. Because of this, you must review the new job profile separately to ensure all required duties and qualifications are captured. While departments may tailor (“flavor”) the position, baseline duties and qualifications established by Classification and Compensation must be incorporated if the job profile has changed. To access this information, open a new Workday tab and search for the **Extract Job Profiles** report. In the pop-up window, search for the new job profile and locate the **Job Description** column. If templated content is available, copy and paste it into the position’s Job Description field. Do **not** remove any templated content once it has been added. You may supplement it with department-specific duties or qualifications as needed. --- ### Required Job Description Sections - Ensure all header sections are set to H2 and the text within each section is set to Normal. ### Essential Job Duties - List **3–8 key tasks** performed regularly. - Start with the most critical responsibilities. - Each bullet should: - Begin with an action verb - Clearly define the purpose of the role - Reflect duties that would significantly impact operations if removed - Highlight specialized or unique responsibilities - Include “other duties as assigned” as the final bullet ### Decision Making - Include **3–5 bullet points** describing typical decisions made in the role - Reflect the scope, level, and impact of decision-making responsibilities ### Complexity and Guidance (State Classified only) - Include **3–5 bullet points** describing the level of analysis, judgment, and available guidance - Reflect the scope and impact of guidance responsibilities ### Supervision - List all positions that report directly to this role - Include total FTE supervised (for students, list total weekly FTE) ### Conditions of Employment **Administrative Professional (AP):** - Pre-employment background check (specify type) - Pre-employment physical (if applicable) - Pre-employment drug testing (if applicable) - Any additional conditions (e.g., travel, irregular hours, licensure, certifications) **State Classified:** - Pre-employment background check (specify type) - Pre-employment physical - Pre-employment drug testing - Ongoing functional capacity testing - CDL requirements (if applicable) - Essential services designation - Shift work (explain) - On-call status (explain) - Exposure to hazardous materials (explain) - Use of firearms or other weapons (explain) - Travel requirements (explain) - Other conditions (explain) ### Minimum Qualifications **Administrative Professional (AP):** - Required degree - Required years of experience - Include any physical requirements or equipment/machinery skills **State Classified:** - Must state: "Per State Criteria". - Do **not** modify or add content (additional details may be included on the Job Requisition, in consultation with your Talent Acquisition representative) --- **NOTE:** Do **not** include Preferred Qualifications in the position. These should only be added on the Job Requisition.

Once the **Job Description** field has been updated, the following fields may be modified as needed: 1. **Location** – This reflects the building or work location for the position. To update, remove the current selection and enter the new location. 2. **Time Type** – Select either **Full Time** or **Part Time**. 3. **Worker Type** – Ensure **Employee** is selected. 4. **Worker Sub-Type** – Verify the appropriate **worker sub-type** is selected.

**IMPORTANT:** Enter the salary details in the **Comments** field along with any information that may be helpful for Classification and Compensation. - If modifying the position for **recruitment**, include the desired **salary range**. - If modifying the position for a current **occupant**, include the individual’s new **requested salary amount**. Any documents required for the position approval can be uploaded in the attachments section. Some examples may include, AP Hourly approval, or the State Classified position description for SC to AP Conversion requests. If the position is **State Classified**, ensure the **Functional Attributes Worksheet** is completed and attached in the **Attachments** section. When ready, Click "Submit".

Upon submission, the Edit Position Restrictions task will route to Classification and Compensation for review and approval.

Once the **Edit Position Restrictions** task is fully approved by **Classification and Compensation**, the **HR Partner(s)** and the **Manager** of the supervisory organization will receive a notification email. **Next Steps:** If this change is due to an expansion of duties or responsibilities for a current employee, please create a Promotional Announcement job requisition by following the guidance on this webpage:\ <https://hr.colostate.edu/promotional-announcements-in-workday/> If this change is in preparation for a new recruitment, please refer to the following webpage for additional guidance:\ <https://hr.colostate.edu/workday-training-recruiting/> If this is a State Classified recruitment, please contact Talent Acquisition by submitting a Workday Help Case. If this is a State Classified audit resulting in a position reallocation, Talent Acquisition will provide the promotional posting link near the end of the month. Managers should work with their HR Partners to determine next steps. For additional assistance, please submit a Workday Help Case.

How to Modify a Position via Edit Position Restrictions

Workday

To begin, click the search field on the Workday home screen and search for **Edit Position Restrictions**. Select the **Edit Position Restrictions** task.

**IMPORTANT:** To ensure the selected job profile falls within the appropriate job family group, perform the following actions: 1. Click on the related actions button next to the job profile.

In the pop-up window, right click the Job Family and select See in New Tab.

In the new tab, confirm the Job Family Group.

Upon submission, the Edit Position Restrictions task will route to Classification and Compensation for review and approval.