Submitting an Electronic Requisition

The information provided below is intended to provide you with brief descriptions of each data field on the electronic requisition form. While there are a large number of existing fields, the supervisor completing the requisition form need only populate some of the fields provided. These fields are highlighted in yellow below.

How to create an electronic request for personnel:

1. Go to www.openhire.com
2. Enter your username and password (First time users should contact Human Resources to obtain your system username & password.)
3. From the Job Postings menu, click View Jobs.
4. Click the View Requisition link.
5. Click Create Job Requisition link.

? This question mark symbolizes the OpenHire help feature and appears at the top of each section of the requisition form. When you click on the question mark, a pop-up box will appear on your screen listing the field name definitions pertinent to that section.

Please Note: The electronic requisition form contains 8 distinct sections. Definitions of the fields as they appear within each section are listed below:

I. Requisition Administration:

Requisition Creator: the user creating the requisition.

Requisition Administrator: The individual responsible for sending out approval requests and editing/updating relevant fields within the requisition. This field will automatically populate with the name of the HR Employment Manager, Liz Kafer, who oversees the requisition process.

Job Creator: The individual responsible for posting the job once it has been approved. This field will automatically populate with the name of the HR Employment Assistant, Melissa Nicklaw, who is responsible for the job posting process.

II. Requisition Information:

Job Template: Job templates are pre-defined job descriptions. Selecting a template will populate the job form with whatever data has been pre-defined on the Job Template. We have uploaded a file containing the data from all existing Middlebury College position descriptions to create the Openhire Job Template Library. A hiring supervisor requesting to re-fill a vacancy will use the search button above the Job Template field to locate the appropriate template to populate certain pre-defined portions of the requisition form. The best way to identify the correct template (i.e., job description) is to search by the Client Code, which is the six-digit Middlebury College position description number.

Internal Job Title: the title of the job that will be displayed to users of OpenHire. If you are requesting to fill a vacant position, this will automatically populate when you select the appropriate Job Template. If you are making an incremental request, just type in the title of the new position you are requesting in this field.

Posted Job Title: Leave this field blank. Since we do not distinguish between the Internal Job Title and a Posted Job Title, by leaving this field blank, the internal job title will automatically be displayed to applicants when the job is posted.

Tracking Code: Leave this field blank. OpenHire will automatically generate a tracking code to associate with the requisition once the job is posted.

EEOC Job Category: This field automatically defaults to Professionals. Please select from the drop-down menu the option that best describes the appropriate Job Category.

Position Type: Ignore this field. The field is defined by OpenHire and designed for clients who post to external job boards. The position type options that appear in the drop-down menu are defined by OpenHire and cannot be altered. Middlebury will not use this field.

Job Level: Ignore this field. The field is defined by OpenHire and is designed for clients who post to external job boards. It cannot be re-defined to correspond with our internal definition of job level and so Middlebury will not use this field.

Duration: Ignore this field. The field is defined by OpenHire and designed for clients who post to external job boards. The position type options that appear in the drop-down menu are defined by OpenHire and cannot be altered. Middlebury will not use this field.

Level of Education: If making a replacement request, the data in this field will automatically populate from the job template you select and should not be changed unless you intend to revise the job description. If making an incremental request, select the appropriate education level from the drop-down menu.

Years of Experience: If this is a replacement request, the data in this field will automatically populate from the job template you select and should not be changed unless you intend to revise the job description. If this is an incremental request, select the appropriate option listed in the drop-down menu.

Expected Start Date: Optional Field.

Travel: This field defaults to No Travel Required. If the position does require travel, choose from one of the options in the drop-down menu.

Per Diem Included: Ignore this field. Field defaults to no because it is not relevant to Middlebury positions.

Salary Minimum: Ignore this field.

Salary Maximum: Ignore this field.

Salary Type: If making a replacement request, the data in this field will automatically populate from the job template you select and should not be changed. If this is an incremental request, select the appropriate option from the drop-down menu.

Salary Currency: This field automatically defaults to the U.S. Dollar.

IV. Budgeting Details:

Department: Select from the drop-down menu the name of the department where the position lives.

Budgeted Salary : Leave this field blank. The budgeted salary will be determined by the Employment Manager and verified by the Budget Office when the requisition is routed.

Budget Currency: Defaults to U.S. Dollars.

Budgeted Quarter: Ignore this field

Budget Year: Defaults to current fiscal year.

V. Description/Skills:

Job Description: If making a replacement request, text from the job template you select will automatically populate this field. Please ignore the HTML code that appears within the text. You may makes updates to the existing job description by deleting any outdated duties listed. If you are adding new duties to an existing description, please list them at bottom of the field and indicate with parentheses the new text. Or if you prefer, you can delete the existing description and cut and paste your updated version into the field. If making an incremental request, you may type in the new position description or cut and paste it into this field.

Required Skills: If making a replacement request, text from the job template you select will automatically populate this field. Please note that the text box will include educational requirements, required knowledge and other distinguishing skills that define the requirements of the position. If this is an incremental request, please be sure to list all 3 types of skill requirements in this field.

Required Experience: Ignore this field. It is another OpenHire defined field used for clients posting to external job boards and does not correspond with the Required Experience field associated with Middlebury College job descriptions. Middlebury will not use this field.

Job Location Code: This field represents the department in which the position resides. Select a department from the drop-down menu.

City: Because OpenHire has a large client-base with multiple job-sites, this field is designed to display the name of the city in which the job is currently available. Since Middlebury College has primarily one job location, we have customized this field to automatically populate with the department name you selected in the Job Location Code field so that the department name can be displayed on the job posting.

State/Location: This is an Openhire required field so you must select an option from the drop-down menu.

Postal Code: Ignore this field.

Country: This field defaults to the United States.

Skills Candidate Should Possess: Ignore this field.

Notes on Position: Middlebury College Required Field. This field should be used to write or cut and paste your position justification outlining the basis of your request. Please refer to the documentation on the request for personnel process if you are not sure what to include in your position rationale.

Hiring Minimum: If making a replacement request, this field will automatically populate when you select a job template. If the job is re-priced during the review process, the Compensation Manager will update the hiring minimum to reflect the new wage level. If this is an incremental request, leave field blank and the Compensation Manager will populate after pricing the new job.

Position Wage Level: Ignore this field. The HR Employment Manager will populate this field during the review process. If you decide to make substantive changes to the job description, the Compensation Manager will review those changes to determine if they are significant enough to impact the pricing of the position. If so, the Compensation Manager will indicate the new level on the requisition. If this is an incremental request, the Compensation Manager will review the job description, price the position and assign a wage level in this field.

Employment Group: From the drop-down menu, select the employment classification that defines the nature of the position.

Budget FOAPAL: Ignore this field. The Employment Manager will populate this field during the routing process.

Hours Worked Per Pay Period: Required Field.

Hours Worker Per Year: Required Field.

Weekly Schedule: Required Field.

Name of Person Leaving: This is required to in order to verify a vacancy.

Name of Immediate Supervisor: Required Field.

Does position supervise other staff or students: Required Field. Drop-down yes or no. If yes, list names of specific positions in the text field.

Request Type: Required Field Indicate whether this is a new or replacement request by selecting an option from the drop-down menu.

Have changes been made to the job description: Required Field. Drop-down yes or no. If yes, please indicate whether changes were substantive enough to change the nature/scope of the position or minor updates.

Special instructions for Posting: Use this field to write any notes that will be helpful to the Job Creator (Employment Assistant) when preparing the job for posting.

Did you email your updated department org chart to the Employment Manager: Required Field. This field was created to remind you to send your org chart off in a separate email as soon as the requisition has been submitted for review.

FTE: HR completes this field.

E-Class: HR completes this field.

Save Buttons:

Save without Review: Click this button only if you can’t finish the requisition and will need to come back to it later.

Save & Forward for Posting: Ignore this button.

Reset Form: Click this button if you make a mistake and want to start the requisition over.

Return to List: Click this button if you want to cancel requisition and exit form.

*Please Note: You do not need to hit the save button in order to be able to retain a copy of your submitted requisition. A copy will be saved for you automatically.

VIII. Review & Approve Details

Instructions: Please be aware that in order to properly submit your completed requisition, you must first select the names of the 6 individuals required to review your requisition, in the order listed below:

Reviewer 1: Senior Budget Administrator (Your Department Head)
Reviewer 2: Vice President/Division Head (Alison Byerly, Bob Clagett, Bob Huth, Mike McKenna, Mike Schoenfeld, Tim Spears)
Reviewer 3: Employment Manager-(Liz Kafer)
Reviewer 4: Compensation Manager-(Ellen Usilton)
Reviewer 5: Budget Director-(Kristen Anderson)
Reviewer 6: HR Director-(Drew Macan)

Go to each reviewer box and choose the appropriate reviewer name from the drop-down menu. The email address of each person selected will automatically populate in the appropriate field. (You do not have to fill out any of the other fields listed in each reviewer box.) After selecting all 6 reviewers, scroll back up to top of the reviewer chain, make sure the Review in Sequence Box is checked (this is the default setting so please DO NOT uncheck this box!) and click on the button to Email Reviewer 1 that appears to the far right of the Reviewer 1 box. This will start the review sequence, sending your requisition by email to the first person in the queue. After Reviewer 1 approves your requisition, it is automatically forwarded by email to the next Reviewer and will proceed in sequence to everyone in the chain. The Requisition Administrator (Employment Manager) will be able to track the progress of a requisition through the approver chain and may be contacted by the Requisition Creator (hiring supervisor) for status updates.