Requisitions and Vacancies

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Requisitions and Vacancies - Entering

Distribution

Chief Human Resource Officer

UVA HRMS Staffing Specialist

UVA HRMS Staffing Manager

Related Procedures

Ownership

The Chief Human Resource Officer is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Entering Requisitions and Vacancies

IS HRMS
N ® Recruitment ® Requisition and Vacancy
Requisition and Vacancy

Use the Requisition and Vacancy window to record requisitions and vacancies for Classified Salaried and Classified Wage positions.

How to Create a Requisition

1. Complete the following fields:

Name: Enter a name for your requisition. This must include the Organization Title, the recruitment category, and a 3-digit number. For example, AS ENGL H04CA 123.
Description: Leave blank.
Dates From: Enter the current date if prior to 10:00 a.m. If after 10:00 a.m., enter the next business day's date.
Dates To: Leave blank.
Raised By: Use the list of values to select the name of the hiring official.

2. Save your work before beginning to define the vacancy.

Creating a Vacancy

3. Complete the following fields:

Vacancy Name: Enter the same name as the requisition name above.
Description: Leave blank.
Dates From: The date used in the Requisition Date From field will automatically populate this field when you click in the Vacancy region of the form.
Dates To: Leave blank.
Category: Use the list of values to select a vacancy category.
Openings: Leave "1" in the Openings field.
Status: Use the list of values to select "Active" status.

Defining Who the Vacancy Is For

4. Enter the Organization number in the Organization field.

5. Click in the Group field.

6. Complete the following fields in the People Group Flexfield form:

Job Type: Use the list of values to enter “Classified”, “Wage-other” or “Law Officers”.
Compensation Type: Use the list of values to select “Salaried” or “Wage”.
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:

Job: 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.
Position: 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.
Grade: 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.
Location: 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.

The number will automatically populate when you select the Recruiter name.

Entering Additional Vacancy Details

11. Click in the flexfield to the right of the Status field.

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.
Funds Type: Use the list of values to enter the source of funds for the position. (Required)
Number 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.
Comments: 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.

Entering Additional Selection Criteria

An 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:

Category: Use the list of values to select "Miscellaneous".
Description: Enter "Additional Selection Criteria".
Data Type: 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.

You 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.

Effective: 05/18/05

Revision: 4 04/25/06 pm

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