and Vacancies - Entering
Human Resource Officer
HRMS Staffing Specialist
HRMS Staffing Manager
Chief Human Resource Officer is responsible for ensuring that this document is
necessary, reflects actual practice, and supports University policy.
Requisitions and Vacancies
Requisition and Vacancy
Requisition and Vacancy
the Requisition and Vacancy window to record requisitions and vacancies for
Classified Salaried and Classified Wage positions.
to Create a Requisition
1. Complete the following fields:
Enter a name for your requisition.
This must include the Organization Title, the recruitment category, and
a 3-digit number. For example, AS ENGL
Description: Leave blank.
Enter the current date if prior to 10:00 a.m. If after 10:00 a.m., enter the next business
Use the list of values to select the name of the hiring official.
2. Save your work before beginning to define the
3. Complete the following fields:
Vacancy Name: Enter the same name as the requisition name
Description: Leave blank.
The date used in the Requisition Date From field will automatically
populate this field when you click in the Vacancy region of the form.
Use the list of values to select a vacancy category.
Leave "1" in the Openings field.
Use the list of values to select "Active" status.
Who the Vacancy Is For
4. Enter the Organization number in the
5. Click in the Group field.
6. Complete the following fields in the People
Group Flexfield form:
Use the list of values to enter “Classified”, “Wage-other” or “Law
Compensation Type: Use the list of values to select “Salaried”
Employment Category (Salaried Only): If salaried, use the list of values to select
"Fulltime" or "Parttime".
Parttime FTE Percent (Salaried Only): If salaried and parttime (at least 20 hours
per week), use the list of values to select "Greater than or =50%". If salaried and parttime (at least 32 hours
per week), use the list of values to select “Greater than or = 80%”.
Appointment Duration (Salaried Only): If salaried, use the list of values to select
“Greater than 6 mo” or “Less than 6 mo”.
7. Click on the [OK] button.
8. Complete the remaining fields:
Leave blank. The Job field will
be populated automatically when you select a Position. The job is comprised of the Role Title,
Career Group/Rank, Occupational Family, and Role code. IS will display only Jobs available for the
Organization you selected.
Use the list of values to enter the position. The position is comprised of the
Organization, Work title, Appointment Type (used for faculty positions only),
and Position Number. IS will display
only Positions available for the Organization you selected. If a specific position is not available in
the list of values, contact the Human Resources Classification Division.
When using the list of values, the Valid for Job column will display
"yes" for any grades that may be selected. The Grade is comprised of the Employment type
and Pay Band.
Use the list of values to select a location. The locations to be used on the vacancy form
all begin with the letters "HR".
You may enter "HR" in the Find field and click the Find button
to see the valid locations.
9. Click on the Recruiter tab.
10. Use the list of values to enter the Recruiter
name in the Name field.
number will automatically populate when you select the Recruiter name.
Additional Vacancy Details
11. Click in the flexfield to the right of the
12. Complete the following fields on Additional
Vacancy Details form:
Requisition Approval Date: Enter the date the requisition is approved
for posting. Enter the current date if
prior to 10:00 a.m., or the next business day's date if after 10:00 a.m. Enter
in DD-MON-YYYY format. (Required)
Department Contact: Use the list of values to enter the name of
the person to contact if HR has questions regarding the requisition or vacancy.
Search using person's last name. (Required)
Assignment Stop Date: If there is an end date for the position,
enter it here.
Adjusted Pay Band Minimum: If you wish to
change the minimum value of the pay band for this position, enter the new
minimum amount here. If posting a Pay
Band 1 position, enter the UVA pay rate minimum.
Adjusted Pay Band Maximum: If you wish to
change the maximum value of the pay band for this position, enter the new
maximum amount here.
Job Vacancy Reason: Use the list of values
to enter a job vacancy reason.
Use the list of values to enter the source of funds for the
of Work Months: Enter the number of work months per year for the
position, for example, "9" or "12". (Classified
salaried positions only.)
Internal Applicants Only: Select
"Yes" or "No" from the list of values. Internal Applicants Only indicates any person
with the type “Employee.Applicant". (Required)
View Applications Since: Enter a date up to
90 days in the past from which to view applications. This must coincide with
the time frame used for the IS.HR_Trial Pool Report in Discoverer. (Required)
Open Until Filled: Select "Yes" or "No" from
the list of values. (Required)
Vacancy On-hold Reason: Leave blank.
Enter any comments specific to the vacancy. Do not enter additional selection criteria in
the comments field.
13. Click on the [OK] button.
14. Save your work.
Additional Selection Criteria
attachment is used to enter additional selection criteria for Classified
Salaried and Classified Wage positions.
15. Click the Attachments icon
on the toolbar.
16. Complete the following fields:
Use the list of values to select "Miscellaneous".
Description: Enter "Additional Selection
Use the list of values to select "Long Text".
17. Enter additional selection criteria text in the
large field on the bottom half of the form.
may copy and paste text from another program using the Windows shortcut keys
[CTRL]-C to copy and [CTRL]-V to paste.
18. Save your work.
19. Close the Attachments window.
20. Close the Requisition and Vacancy window.
Revision: 4 04/25/06 pm
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