Creating a Requisition

What is a Requisition?

In UTORecruit, the academic recruitment process begins with the creation of a requisition.  The requisition outlines who is responsible for a search (including the ASA, Search Committee and Chair), and the description of the position being advertised.  It also contains the text of the job posting that appears on the U of T Career Site. 

REMEMBER: All requisitions require approval from your Dean's Office in multi-department faculties and from the Provost's Office.  After your requisition is complete, you must initiate the approval process using these instructions.

Checklist for Creating a Requisition

The following are required to post a position in UTORecruit.  The requisition creation process will be smoother if you gather this information before you begin. A PDF version of this checklist is available here.  A complete requisition with all required elements in edit mode can be viewed here.

  1. Date of approval to search
  2. Characteristics of the position to be advertised:
    • Stream (tenure, teaching, clinical, CLTA etc)
    • Rank (must correspond with stream)
    • Area of specialization (e.g. History of China or Entomology)
    • Start date of position
    • Academic search year (see your complement plan/search approval)
  3. User access: do the search committee and search committee chair have usernames in UTORecruit?  If not, see the User Access instructions .
    • Search committee members can be added at any time. 
    • It is best practice to set up all users in the system as early in the process as possible.
    • The Search Committee Chair is the Hiring Manager.  Access must be created before the requisition is started.
  4. Ensure your computer meets the technical requirements for UTORecruit.
  5. Text of the position advertisement (provided by the Chair of the Search Committee).  Please consult the Model Job Posting for required elements.
  6. Closing date for the advertisement.  NOTE: all academic positions must be advertised for a minimum of 30 days and not more than 365 days on the University of Toronto career site.  All positions must also be advertised for a minimum of 30 days in University Affairs  (please refer to the University Affairs Advertising Deadlines when planning your search)
  7. URL for your department website
  8. Divisional ID number or Search Name as approved on your Division's complement plan.  If you do not know this information contact your Dean's Office.
  9. Email address for inquiries and for referees to send confidential letters of reference (or mailing address if hard copies are preferred).
  10. Full name of Chair (for system correspondence).
  11. Prescreening questions if you intend to use this function.  See Important Terms for more information.
  12. Other sources in which you will advertise this position (e.g. academic journals, email lists etc.). There is an option to add addtional venues to the "Where did you learn about this position" question asked of applicants.  See: Adding Sources

Creating a Requisition

Log in to UTORecruit 

UTORecruit can be found at: https://utoronto.taleo.net

  • Sign in with your Username/Password

 

Choose the Job Template

  • Click on Create Requisition

 

  • Click on   to open a searchable list of academic job templates.  Note you must choose the template that matches the rank and category/stream of the position you wish to advertise.

Exclamation markIMPORTANT: If you choose the wrong template you will have to delete this requisition and restart the process

  • Click the select button adjacent to the correct template
  • The template will display in the Create a Requisition box
  • Select department by typing some text in the Department box and waiting for a list to populate

  • Or click on to open a searchable list of departments

  • Verify information is correct.

IMPORTANT: If you choose the wrong template you will have to delete this requisition and restart the process

  • Click on the to modify fields or click Previous to make changes

  • Once all fields are correct, click CREATE to continue.  This will open the New Requisition page

Navigation in the Requisition

The requisition screen appears differently depending on how you enter the requisition area. 

Requisition navigation

  • There are 4 sections in the Requisition area.
  • To view a section click on the arrow to the left of the areas
  • Clicking EDIT will open the sections starting with 1. Logistics.
  • Clicking the down arrow to the right of the word Requisition in the tab above the EDIT button to open a the requisition pick list:

 

Requisition screen in EDIT mode

  • The buttons on the top right allow you to navigate between requistions.
  • At any time, you can click the Diagnostic button at the top right to see what elements are required to Save, Request Approval or Post your requistion
  • The double arrows at the top left and right of the screen expand or close the side panels which contain additional information about the requisition
  • Buttons to Save, Save and Close and Cancel your requisition are at the top left under the Requisition tab.

edit mode requisition navigation

Complete the Requisition Form

In this section you will be creating the job posting for the online career site including:

  • Closing date of the advertisement
  • The job description
  • Information for the University Affairs advertisement 
  • Adding Approvers so they can view and approve your requisition for posting.
  • Adding collaborators including the search committee chair and members of the search committee so they can access candidate materials

1a. Logistics-Identification

  • Replace the text “Area of Specialization” with the specialization of the position.  This will be the title of the posting on the career site.
  • Copy the entire line and past into the Title (by Manager) box.

area of specialization and title by manager

1b. Logistics-Owners (adding search committee and approvers to the requisition)

Add Search Committee Chair

  • Click in the Hiring Manager field to add the Search Committee Chair so s/he can access the requisition and candidate materials

Add Search Committee Members

Note: it is best practice to add search committee members at this stage, however they can be added at any time in the search process

  • Click   to add people
  • This will open the User Selector box
  • Use the Quick Filters to search for search committee members by name or email address
  • If there are no entries, you must request access and add the search committee members once user access has been confirmed

add search committee

Add Approvers

Note: All academic requisitions require approval from your Dean’s office (for multi-departmental faculties) and from the Provost’s office.

In order for the appropriate approvers to view and approve your requisitions, you must add them as collaborators. All approver accounts are labelled: Approver [Division].

  • In the same box used for adding search committee members, search for the approvers by typing Approver into the name box and choosing your Dean’s office (if applicable) and the Provost’s office. 
  • Do not choose the name of the staff in those offices (as they might have accounts for their work) only choose Approver accounts. 
  • Click the select button beside their name to add them to the top box.

add approvers

  • Click done button to close the box.
  • The search committee members and approvers should now show in the Collaborators box

check owners and collaborators

1c. Logistics - Structure and Profile Sections

  • The Structure section is populated by the template information, please confirm it is correct but do not modify this information
  • In the Profile section, set the Target Start Date as indicated in your complement plan
  • Click on the calendar icon to choose the date

1d. Logistics - Abstract Section

In this section information is required to verify the position for approval and this information is also used to populate fields on system correspondence such as automatic acknowledgement of applications to candidates.
logistics abstract image

  • Employee group is populated by the template.  Do not modify this area
  • Enter the area of specialization to match section 1A
  • Enter the full name of the Chair or Dean in the appropriate box.  This will be used in correspondence.  

NOTE: be sure to use the following format: Professor Full Name, Chair e.g. Professor Sally Smith, Chair

  • Enter the divisional ID number from your complement plan or the title of the search as indicated on your search approval.  This allows the Provost’s office to ensure you have permission to search as part of the approval process
  • Using the drop down list, indicate the Faculty/Division

2. Administration - Additional Information

In this section you will enter date information pertaining to the search.

  • Enter the CLOSING DATE and TIME of the job posting in the Job Unposting field (see below).
    • Use the format MMM DD, YYYY, 11:59pm EST (e.g. Sep 02, 2016, 11:59pm EST).
    • If the position is open until filled add that text after the date. e.g. Sep 2, 2012 Open Until Filled
    • Instructions are included in the requisition template
    • The Job Unposting field is mandatory and must be completed in order to Request Approval and post your requisition to the Career Site.

IMPORTANT: All jobs must have a closing date at least 60 days and not longer than 365 days after the posting date on the career site, even for open until filled positions. 

BEST PRACTICE FOR OPEN UNTIL FILLED POSITIONS is to enter a date when applications will start being reviewed and the text: Open Until Filled.  You should set the posting end date in posting and sourcing to 365 days after the posting start date.

IMPORTANT: The closing date in this section MUST match the POSTING END DATE used when you post the position to the career site.

A PDF with more detailed information about requisition closing dates can be found here.

Administration section

 

  • Enter the date of Provostial approval to search using the calendar icon.
  • Using the drop-down list, indicate the Academic Search Year.  Note: this must correspond to your complement plan.
  • The Position Code and Faculty/Division are populated by the template.  Do not modify these fields.

3. Description (External)

In this section the text for the job posting is entered for the career site and external advertising in Inside Higher Ed.  Please consult the Model Job Posting to ensure your advertisement has all the required elements.

  • Text for the job posting can be typed into the text box provided 
  • If you use text from an email or Word you MUST paste as plain text by following the directions below

external description box

  • To paste from another program, click paste as plain text button  to paste as plain text.  Depending on your browser, a box may appear to paste the text.

paste as plain text box

  • Click the enlarge button (see above) in the text editor box to make it easier to create hyperlinks and edit the text.

Exclamation markIMPORTANT: ALWAYS Paste as Plain Text to avoid formatting problems. 

Do not change the Format, Font or Size fields.  These are pre-set for the University of Toronto Careers sites.

enlarged view

  • To create a hyperlink to your departmental website, press the link button to open a Link box

link button

  • Enter the link address in the URL field (see below)
  • Click the Target tab

link box

  • Check Open in New Window
  • Click OK

target

 

4. Prescreening Questions

In this section you can add questions which will be asked of candidates using the online application process  to gather more information such as dissertation title, a professional designation like a medical license or P.Eng or to assess if the candidate has a particular skill or qualification.

These questions must be added to the system before they can be selected for use by the ASA.  If you require assistance with prescreening questions please contact stephannie.roy@utoronto.ca for wording suggestions and how these questions can help with an academic search.  If you would like to add a question to the UTORecruit system, contact academic.jobs@utoronto.ca

  • To add questions, click +Add

prescreening selection box

 

  • Search for questions in the library using Quick Filter. Note: you can search for questions by keyword and question code number
  • Click Select button to add the question(s)
  • Click Done

prescreening question selector screen

  • The question now shows in the Questions section

question screen

Diagnostic

At this stage you will check your requisition to ensure it is complete and ready for approval. 

TIP: You can have the diagnostic open at any time during the requisition creation process.  It will remove each required element from the list as it is completed.

  • Click the tool icon tab on the right hand side of the screen. This is the Diagnostic button.
  • In this tab the fields that must be entered in order to SAVE, for requesting APPROVAL and for POSTING are displayed.

diagnotic tab

  • If any field(s) are showing as required in the Diagnostic, go back to the applicable field(s) and complete the information.
  • Your requisition is completed when the Diagnostic states (see above):
    • Ready for Saving (Once this appears you can save your work in progress)
    • Ready for Approval
    • Ready for Posting
  • When all elements are present click Save and Close at the top of the screen

Approvals

REMEMBER: All requisitions require approval from your Dean's Office in multi-department faculties and from the Provost's Office.  After your requisition is complete, you must initiate the approval process using these instructions.