University of Minnesota
Office of Human Resources
http://www.umn.edu/ohr
612-625-2016

Create Requisition

Entering a Requisition from a Template | Entering Requisition Information | Posting Details | Recruitment Strategies | Academic Goals | Search Committee | Applicant Statuses | Guest User | Notes/History | Saving/Approving/Routing the Requisition | Confirm Posting Status | EOAA Liaison Approvals | Removing a Posting from the Website

To create a requisition, begin by clicking a link under “Create Requisition”. Templates exist for all University job classifications. Your options are:

  • From Template (several fields pre-populated)
  • From Previous (pre-populated fields from a previously-approved requisition)

 Entering a Requisition from a Template

To enter a requisition:

  • Click “From Template” under the header “Create Requisition”.
  • Use the dropdown menu to select the University Job Code and Title you wish to enter, or enter the Job Code value in the Job Code search field. Then click “Search.”

Employment System Screenshot

From the Search Results page, click on “Create” below the job code and title to proceed with entering requisition information.

Employment System Screenshot

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 Entering Requisition Information

For Civil Service, Bargaining Unit, and Student Positions, complete the following pages:

For Faculty and P & A Positions, complete the following pages:

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 Posting Details

Tips:

  • Certain fields you enter on this screen will appear on the applicant site exactly as you enter it on this screen, so please proofread carefully.
  • Once you’ve completed the Posting Details page, click on the “Save and Stay On This Page” button, in case you are interrupted.

Fields with an asterisk (*) are required, so if you do not include information in the field, an error message will appear and you will be required to complete it.

Employment System Screenshot

This page must be completed for all requisitions.

  1. Position Title: Enter the “working title” in this field; if one is not used, re-enter the University Job Title.
  2. Requisition Number: This number will populate once you save and complete the requisition information.
  3. Hiring Authority: Select the hiring authority from the dropdown menu.
  4. Hiring Authority / Contact E-mail address: Enter the hiring authority’s e-mail address.
  5. Department Head: Select the department head from the dropdown menu.

* Steps 3-5 are important fields for routing purposes.

  1. Job Open Date: Enter the date the requisition should be posted to the web site.
  2. Job Close Date: Enter the application deadline date or check “Open Until Filled” if an application deadline date is not decided yet.
  3. Quick Link: Use this link for recruiting and advertisements.
  4. Click “Recruitment Strategies“ or “Continue to Next Page.”

VERY IMPORTANT: A requisition is not saved until after you have completed the final step of the requisition process, clicking Confirm on the final summary page. If you logout or click a link on the left side before completing these steps, none of the information you have entered will be saved.

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 Recruitment Strategies

This page must be completed for faculty and P & A requisitions.

  1. Select the appropriate scope of search from the pull down menu.
  2. Enter any advertising that will be done for the position within the text box titled “Recruitment Strategy”.
  3. Click on “Academic Goals” or “Continue to Next Page.”

Note: The “Scope of Search” field must also be used to identify Civil Service and Bargaining Unit Temporary No Post (TNP) positions.

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 Academic Goals

This page must be completed for faculty and P & A requisitions.

  1. Enter the goals outlined for the specific requisition being entered. Goal information for the specific requisition you are entering is located in EOAA Reports or UMReports.  
  2. Click on “Search Committee” or “Continue to Next Page.”

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 Search Committee

This page must be completed for faculty and P & A requisitions.

  1. Click “Add New Entry” to create a record identifying each member of a search committee.
  2. Enter the name and relevant information of the search committee member.
  3. Click “Add Entry”.
  4. Click on “Add New Entry” as many times as needed to add the appropriate number of search committee members.

Employment System Screenshot

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To utilize the following tab features you must consult with your employment team representative:

  • Template-level Questions
  • Posting Specific Questions
  • Points

Otherwise, skip these sections and continue to the “Applicant Statuses” tab.

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 Applicant Statuses

Based upon the job code the template will automatically identify the correct steps for applicant statuses.  There are no editing features on this page.

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 Guest User

Guest User accounts are used by search committee members. If your requisition involves search committee review, you may set up a special account that will be used by members of the review committee to log in to the system and view active applicants for the requisition.

Guest Users are only able to view the requisition(s) to which they are assigned and are not permitted to take action on any of the applicants. When the requisition is filled, the guest user name and password are automatically deactivated. 

To set up a guest user account, click the "Activate Guest User" link. 

Employment System Screenshot

After clicking the “Activate Guest User” link, you will see a screen similar to the following: 

Employment System Screenshot

The system automatically assigns a user name for the requisition (e.g., GU####). You will need to enter a password between 6 and 20 characters.

After entering a password for the Guest User, click “Continue to Next Page.”

Record the guest user name and password and notify the designated search committee contact of this information. The search committee contact will provide the username and password to search committee members.

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 Notes/History

Any action taken on this requisition is automatically tracked in the “Notes/History” tab. You may add specific notes relating to the requisition in this section.

  1. Enter the information within the text box provided
  2. Click “Add Notes” and confirm to save notes added.

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Note:You will use this section to add information about EOAA approvals and other information that is specific to the requisition.

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 Saving/Approving/Routing the Requisition

After viewing/adding any notes associated with the requisition, click “Continue to Next Page” or “Preview Requisition" to see a preview of your completed requisition. Scroll through the screen to review entered requisition information.

Select the appropriate routing option (refer to Appendix B for overview of the routing and approval process) based on your department’s/unit’s routing and approval processes. Click “Continue” either at the top or the bottom of the page to go to the confirmation page.

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 Confirm Posting Status

Click “Confirm” to complete entry of requisition information. Note: The requisition information entered is NOT SAVED until you complete this step.

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 EOAA Liaison Approvals

Hiring authorities are required to consult with their unit EOAA Liaison about the search process as well as the decision on whom they wish to hire. Unless the dean or unit administrator decides differently, such consultation does not require approval by the unit EOAA Liaison. In order to capture the approval by the unit EOAA Liaison in the employment system, please complete the following steps.

1. Search for the requisition number requiring pool approval from the unit's EOAA Liaison.

2. Under the requisition number, click on "Get Reports List".

3. Select the "Faculty/Academic Pool Summary" report and click on "Generate Report". A report of all applicants' statuses and demographic information will appear in another web browser window. This report can be emailed as an HTML link or attachment to the EOAA Liaison.

4. HTML Link: From the "File" menu on your browser, click on "Send Link" (Mozilla Firefox, Netscape) or "Send > Link by Email" (Internet Explorer).
Attachment: From the "File" menu on your browser, click on "Save Page As" (Mozilla Firefox, Netscape) or "Save As" (Internet Explorer). Save the report as a complete web page. Compose an email message to the unit EOAA Liaison. Attach the saved “Faculty/Academic Pool Summary” report to the email message and request approval of the attached report.
Note: Internet Explorer also has the compatibility to send the page as an HTML email. From the "File" menu, click on "Send > Page by Email" to do this.

5. Once the unit EOAA Liaison has approved the academic pool summary, the appropriate individual should be contacted (e.g. hiring authority, search committee contact, HR Pro). This individual should include a note in the "Notes/History" section to indicate the EOAA Liaison has approved theacademic pool summary to comply with Academic Hiring policy.

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 Removing a Posting From the Website

When a sufficient pool of applicants has been met or a posting needs to be removed from the website whil applicant considerations are taking place, please call or email your employment representative in central OHR (or the Academic Health Center). You may also send a request via email to OHR for all positions (employ@umn.edu) .

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