Create/Edit a Position Description

Position descriptions are maintained by the University Human Resources Compensation & Classification team. If you need to create a new position submit the request through Workday. If an existing position already exists in Workday but does not contain a position description, do not create a new position. Instead, contact Class & Comp (or your HRBP) to update the existing position. Creating a brand new position to backfill an existing job has negative downstream impacts on your department's budget and planning. You should only proceed creating a new position in Workday that as not been funded before or is a position being restructure.

Workday job aids are available to assist you.

A full-listing of Human Capital (HCM) Workday Job Aids are available for review.

Helpful tips when creating a brand new position in Workday:

Reference the following guidelines when entering in position details.

Number of Position: If you are creating multiple positions, you can increase the number here.

Availability Date: This date determines when the position is officially open and available for staffing actions, such as hiring or moving employees to a different manager. We recommend using today's date. If you do not use a current availability date then you will NOT be able to select the position or supervisory org when adding a job or hiring.

Earliest Hire Date: An employee cannot be hired before this date. Be sure to backdate accordingly if necessary.

Position Title: Change this from the default job profile description. If this is a student worker, the title should begin with "Student", such as "Student - Research Assistant".
Location: Enter the building where the position will be based, such as Blow Hall.
Time Type:
Full time is working for at least 32 hours per week.

Part time is working for less than 32 hours per week. All hourly, adjunct, and student employees must be part time.
Default Weekly Hours: should always be 40
Scheduled Weekly Hours: ensure this corresponds appropriately with the Time Type selected above. This ensures Workday calculates the correct Full-Time Equivalent (FTE) percentage. Refer to the guidelines below:
Full-time: 40 scheduled weekly hours
Hourly/Temp: 20 scheduled weekly hours
Adjunct: 20 scheduled weekly hours
Student: 10 scheduled weekly hours. All combined student employment is limited to no more than 29 hours per week.

Note: This does not restrict part-time employees from working more than 20 hours per week. However, the Scheduled Weekly Hours field must reflect 20 hours to accurately assign a 50% FTE.
Worker sub-type:

Adjunct: A non-benefited employee whose work is limited to 1,500 hours per ACA reporting period.

Classified: A benefited employee who remains under DHRM policies and is subject to the Virginia Personnel Act (VPA). Classified employees are grandfathered; no new hires of classified employees occur.

External Assignment: A non-benefited employee who is paid through the university as a pass-through entity. The employee is assigned to work outside of the university. Examples include VIMS Knauss Fellows.

Fixed Term (with known end date): A benefited employee whose employment is scheduled to end as of a certain date. Employment may be extended at the end of the fixed term, with the employee continuing as a fixed term employee or converting to a regular (continuing) employee. Examples include faculty and staff stipend positions (chairs, directorships, or administrative stipends) or postdocs.

Regular: A benefited employee whose employment is expected to continue for the foreseeable future and does not have a set termination date.

Student: A student who is employed by the university.

Wage - Continuing: A non-benefited wage employee who is limited to 1,500 hours of work per ACA reporting period. Wage employees are continuing and do not have set termination dates.

Wage - Seasonal (with known end date): A non-benefited temporary wage employee whose work occurs at certain times of the year only and is therefore expected to return repeatedly for short durations without going through a hiring process each time. Seasonal employees may be hired for a maximum of 2 years. They may be extended as needed.

Wage - Temporary (with known end date): A non-benefited wage employee whose job is limited to 6-12 months. Temporary jobs should not continue beyond one year.

Positions managed by Student Employment Office:

Employee Type: Must be Student.
Position: If this is a student worker, the title should begin with "Student", such as "Student - Research Assistant".
Job Profile must belong to one from the "Student Workers" Job Family Group.
Job Profiles for Graduate Assistants must be one of these to report for IPEDS primary function:
JP0081 - Graduate Assistant Teaching - Exempt - Salary - S99
JP0950 - Graduate Assistant Other - Exempt - Salary - S99
JP0951 - Graduate Assistant Research - Exempt - Salary - S99