Job Requisitions

overview

This tip sheet provides steps on Creating, Editing, and Closing a Job Requisition. Job Requisitions are used to mark positions as available to fill for Staff, Admin/Professionals and Full-Time Faculty. (Note: Job requisitions are not required for Professional Researchers, Adjuncts, or Students). 

HR must complete the job requisition step prior to submitting the Hire transaction. A position must already exist in PeopleSync before you can open a Job Requisition. If a position does not exist, refer to the Create Position tip sheet.

Roles & Approval Chain

These transactions are submitted by the HR Analyst or HR Partner. For Admin/Professional and Staff positions, the transaction does not require approval. Once submitted by the initiator, the transaction is successfully completed. For Full-Time Faculty positions, the transaction may route to the Academic Staffing Approver (Office of the Provost) for review and approval.

create job requisition

• Full-Time Faculty positions: Completing a PeopleSync job requisition creates a position in Interfolio – When you are ready to begin recruiting for a faculty position, complete the job requisition for the position in PeopleSync.
• Staff and Administrative/Professional positions: Job requisitions are created prior to recruitment activities and initiate the integration with iCIMs.
  • Review the position details prior to opening a job requisition.
  • If you need to modify any position details, such as Job Profile, Time Type, etc., you must first submit an Edit Position in JDX.
  • The information on the position and associated job requisition will be in iCIMs for recruitment and drives the information available during the Hire process.

1. Enter the name of the Supervisory Organization (sup org) of the position for which you want to open the Job Requisition in the Search bar.
2. Select the Supervisory Organization from the search results. You can also search for the position using the position’s name or position number.
3. On the sup org page, click on the Unavailable to Fill tab. 
   • Only unfilled positions without active requisitions appear on this tab. Once a job requisition is created, it may be found in the Staffing tab.
   • Positions which are filled but will be vacant in the future due to a job change or termination can be found on the Staffing tab.
4. Hover mouse over the position. The actions bar will appear. Click on this bar and click Job Change > Create Job Requisition.
5. The Create Job Requisition screen displays.
   • For Existing Position will show the position # and title.
   • Worker Type will default to Employee.
   • Click OK.
6. Recruiting Information:
   • Reason: Select a reason. Note: For Job Requisitions to be sent to iCIMs or interfolio, Send to ATS must be selected as the reason.
   • Replacement For: This will default (if applicable) to the name of the previous employee.
   • Recruiting Instruction
   • Recruiting Start Date
   • Target Hire Date: Enter the Target Hire Date to indicate the earliest date the position may be filled. The Target Hire Date must be on or after the Recruiting Start Date and both dates must be after the date available of the Create Position.
   • Target End Date
7. Click Next.
8. Job:
   • Job Posting Title: For Staff and Administrative/Professional, this is the title that will route to iCIMs for the position’s posting. It should match the job profile / position title that was approved by Compensation when the position was created. (Note: In the Hire process, a separate business title may be assigned to the employee.)
   • Justification: You do not need to complete this field.
   • Job Profile: For Staff and Administrative/Professional positions this will default to the job profile that was entered in the Create Position transaction or, if applicable, the Edit Position Restriction transaction. You should not change the job profile here. For Full-Time Faculty, enter the name or number of the job profile, or click the menu icon > By Job Family > NYU Academic. Select among the job families for Full-Time Faculty (i.e. Academic Administration, Non-Tenure Track, or Tenure/Tenure Track Full-Time Faculty)
   • Job Description Summary: You do not need to modify this field. This will prepopulate for Administrative/Professional positions.
   • Job Description: You do not need to complete this field.
   • Worker Sub-Type, Time Type, Primary Location, and Scheduled Weekly Hours will default based on the position details.
   • Note: If these details require edits, the Edit Position Restrictions process must be used prior to opening the job requisition. 
   • Click Next.
9. Qualifications.
   • You do not need to complete this tab. The information entered in the Create Position transaction will not be visible on the Qualifications tab of the job requisition. The information will pull through from the position once the requisition is opened in iCims.
   • Click Next.
10. Organizations:
    • Organization Assignments will prepopulate.
11. Attachments:
    • Do not add Attachments. Click Next.
12. Summary:
    • You will see a consolidated view of the previous pages. Review the information and make changes as needed. 
    • Enter a comment if needed.
13. Click Submit.

Edit Job Requisitions

The Edit Job Requisitions process may be used to edit the details contained in an open job requisition in PeopleSync, based on the associated position restrictions. If edits are required to a requisition in iCIMs, the requisition must first be closed in iCIMs and in PeopleSync using the Close Job Requisition process. The requisition may then be opened again with the updated details, as allowed by the position restrictions set when creating the position or the Edit Position Restrictions process may be used to edit a position’s details prior to launching a new requisition.

1. Enter the Supervisory Organization of the position for which you want to close the Job Requisition in the Search bar.
   • You can also search for the position or the open job requisition.
2. Select the Supervisory Organization from the search results.
3. Click Staffing.
4. Click the Actions button next to the position and select Edit Job Requisition under the Job Change menu.
5. Enter the necessary edits on the job requisition.
6. Edits made to the job requisition in PeopleSync will not be sent to iCIMs. In order to have edits sent to iCIMs, the posting must be closed in iCIMs, closed in PeopleSync, and re-opened with the appropriate details.
   • The details in the job requisition may only be edited based on the position restrictions defined when the position was created. If changes beyond the available restrictions are required, the job requisition must be closed, and the position restrictions must be edited using the Edit Position Restrictions process. For additional details, refer to the Edit Position Restrictions tip sheet.

Close a Job Requisition

Prior to closing a position or editing an existing position’s hiring restrictions, any open Job Requisitions must be closed using the Close Job Requisition process. Once the requisition is closed, the position will appear in the Unavailable to Fill tab. For requisitions posted in iCIMs, the posting must also be closed in iCIMs.

1. Enter the name of the Supervisory Organization of the position for which you want to close the Job Requisition in the Search bar.
   • You can also search for the position or the open job requisition.
2. Select the Supervisory Organization from the search results.
3. Click Staffing.
4. Click the Related Actions icon next to the position for which you want to close the Job Requisition.
   • You may use the Related Actions icon next to the position under either the Position Restrictions or Open Job Requisitions column.
5. Select the Close Job Requisition task within the Job Change menu.
6. Click the dialogue box icon to select the Reason for closing the Job Requisition.
7. Enter the Close Date.
8. Click Submit.

Create a Job Requisition for an Occupied Position

If you need to recruit for a position prior to the current incumbent’s termination, you can still open a job requisition. You are not required to process a future-dated termination prior to opening a job requisition on the position, however, the position will not appear under the Staffing tab and you will not be able to hire the new employee into the position until a termination or future-dated termination has been processed.

1. Enter the name of the Supervisory Organization of the position for which you want to create the Job Requisition in the Search bar.
2. Select the Supervisory Organization from the search results.
3. Select the terminated employee’s profile.
4. Click on the link beside Position.
5. Select the Action button associated with Position Restrictions field.
6. Select Job Change in the Action and click on Create Job Requisition.
   • Refer to the earlier section, Launch a Job Requisition and follow step 7 to 13 to complete the creation of a job requisition.

Last updated in May 2014.