Which faculty positions need Workday job requisitions?

Job requisitions are required for Job Profiles in the following Academic Job Family Group Job Families:

• Administrative & Professional - Research
• Faculty Non-Tenure track (12 month)
• Faculty Non-Tenure track (9 month)
• Faculty Tenure/Tenure-Track (12 month)
• Faculty Tenure/Tenure-Track (9 month)

Job requisitions are optional for Job Profiles in the following Academic Job Family Group Job Families:

• Administrative & Professional - Academic
• Administrative & Professional - Research Fellows
• Extension Instructor

Job requisitions are not allowed for Job Profiles in the following Academic Job Family Group Job Family:

• Summer Assignment - Academic

Processing a faculty job requisition in Workday

For instructions, see:

• Create a Job Requisition for Faculty W.I.G.
• Academic - Hire Faculty Workday Process Overview

Once the rank of the hire has been determined, a job requisition can be created in Workday. The job requisition number will be included in the PAR document in DEFINE. 

In "Recruiting information" section in Workday, always use "Reason: Academic: New position" and "Recruiting Instruction: Posting not required (Academic)" for faculty job requisitions.

Worker type for summer faculty jobs and Faculty Associate jobs should be Fixed Term; all others should always be Expected to Continue.

Supervisory organizations (sup orgs)

Create in PM sup org:

• Tenured/tenure-track faculty requisitions (except for faculty summer Additional Jobs)
  
  

Create in JM sup org:

• Professional-track faculty job requisitions
• All (professional-track and tenured/tenure-track) faculty summer Additional Jobs

Most department chairs will have at least two JM sup orgs: one under their chair position, and one under their faculty position. For faculty job reqs, always use the sup org with subtype "5 - Academic Department" (see image below). Do not use sup orgs labeled "(Inherited)."

Joint hires

Joint hires require a separate job requisition for each department in which the new hire will be appointed.

Best practices

• Add identifying names to job requisitions to help them tie them to their intended jobs - example "R_00012345 Assoc Prof in School Psych".
• For fall start date, use recruiting start and target hire dates of 1/1/20XX preceding the actual expected start date (example: for fall 2024 start date, use 1/1/2024). For spring starts, use 9/1/20XX (the September preceding the actual start date). Dates cannot be changed after an employee is hired.
• Once the job requisition is approved, make note of the job requisition number (e.g. R_00001234) - it will be used in the PAR process.
• For faculty job requisitions where more than one position is created, it is important to keep track of their use in hires, and know how many remain available. If a job requisition is entered into a PAR, and open positions are no longer available at the time of approval, it may become necessary to both create a new job requisition, and supersede the approved PAR in order to enter that new job requisition number. This is particularly important for professional-track faculty positions.

How to search for a Job Requisition in Workday

Search for an unfilled job requisitions

• Search for the sup org in Workday.
• Go to the "Staffing" tab, and look under "Requisitions Available to Fill".

Search for a job requisition in any status

• Search for "Manage Job Requisitions".
• To search multiple sup orgs at the same time, search the "Supervisory Organization" field and select all desired options.
• Select Job Requisition Status(es). Options are Closed, Filled, Frozen, and Open.
• To view details of a specific job req, or to copy it to create a new job req, click on the Job Req ID to travel to it, and view the "Details" tab.

Please send suggested additions to this page and notifications about broken links to COE-FacultyAffairs@austin.utexas.edu.

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