Post Positions and Recruit

The first part of the hiring process for benefit eligible positions is recruiting and creating a pool of job applicants from which to choose. To do this, you need to create a job requisition and post your job opening.

How to Post a Position

In order to post a job opening for benefits-eligible positions, you must get job requisitions for new positions approved by Strategic Workforce Solutions. Existing position job requisitions are approved by HR Records. Take the following steps to get approval and post the position:

Posting Student Positions

You can post work-study and other types of student positions online through the Office of Financial Aid Work Program. You may also post your student positions through Workday.

How to Create and Manage Questionnaires

To ask your job applicants screening or qualifying questions, you will need to create a Secondary Questionnaire and attach it to your job requisition before you reach the post job step. Refer to the Workday Instructional Guide, Create and Manage Questionnaires, for step by step instructions. These job-specific screening questions are presented to job applicants as they submit their job application and must be answered in order to proceed.

As you create Secondary Questionnaires follow this naming practice so that your questionnaire will be easy to identify within the database of questionnaires the next time you wish to use it.

Department Name – Position Title – Specific Skill Focus (if applicable)

Human Resources – Administrative Assistant – Microsoft Office

The Secondary Questionnaire allows you to present questions in a number of different formats, such as single select, multi-select, and text.

Questions must be job related and specifically tie back to the posted Required and/or Preferred Qualifications as well as the Responsibilities. To assist with screening, create questions that will help you determine if the job applicant possesses the desired skills and experience needed to be successful in the position. 

How to Advertise a Position

Human Resources has partnered with Graystone Group Advertising to simplify this process. Graystone Group Advertising will work with you to design an ad and manage space to ensure the maximum value of your recruitment budget. When you request a print quote, it is returned in an approved design template so you see the ad exactly as it will appear. Deadlines and cost are included with all quotes.

Checklist for submission of position advertisements

Complete the online Ad Submission form

  • You will need to provide the following information
    • Primary contact information
    • Department billing information
    • Recruitment information
  • Specify purpose of your quote request
    • Display ad with logo
    • In-column line ad – text only
    • Web posting
  • List the desired publications/websites and dates ad should run in the "Instructions" field
    • Examples: Oct 11th - NY Times;
    • Next available issue of The Chronicle of Higher Ed;
    • 60 days on
  • Provide text for advertisement in the "Ad Copy” field

Subsequent steps and processes

  • Graystone Group Advertising will receive your request and contact you.
  • Display ads are graphically enhanced and e-mailed back with costs for changes and/or additions. Unless indicated otherwise, display ads will not be released without approval.
  • Line ads are placed directly with the publication; estimated costs are available prior to release.
  • At all times, Graystone Group Advertising personnel are available to discuss media, selection, timing, costs, etc.
  • Payments for ad publications will be made on behalf of the university.

Contact Information

Robert G. Sheftic, Senior Vice President, Graystone Group

Phone: 800-544-0005 x300

Graystone Group Advertising
Fax: 203-549-0061
Phone: 800-544-0005

Advertising Guidelines

Because of compliance requirements, external advertising using print, electronic media and/or internet postings must be approved in advance by Human Resources (Refer to HOP 5.1010). Compliance is simple when advertisements contain these specific elements:

  1. Must indicate name of university
    • The University of Texas at Austin
  2. Job Requisition number
  3. Must indicate that position is security sensitive
    • Security sensitive, or
    • Security sensitive position, or
    • Security sensitive; conviction verification conducted on applicant selected.
  4. Must include equal opportunity statement
    • EEO/AA, or
    • Equal Employment Opportunity/Affirmative Action Employer, or
    • Equal Opportunity/Affirmative Action Employer committed to diversity
  5. Review ad against official job posting:
    • Job specifications in the external ad should not disagree or conflict with the wording in the official UT Austin job posting. This is especially important of essential functions, required and preferred qualifications, salary notations, etc.

How to Use an Executive Search Firm to Recruit for a Position

Executive search firms are used to recruit for high-level, highly-specialized or hard-to-fill positions. The University of Texas System has entered into contracts with twenty executive search firms approved under a Request for Proposal (RFP) process. All of the contracts provide a provision that they are accessible to all of the UT System institutions. This means that in order to engage one of these vendors, university departments do not need to repeat the RFP process.

Visit the UT System secure Executive Search Firms contracts page to view the executed contracts, contract launch brief, and contact information for all contracted vendors.

Purchasing and Contracts Process

The university’s Handbook of Business Procedures outlines the requirements that affect Purchasing and Business Contracts. Specifically, Part 7. Purchasing, 7.5.2. Use of Existing Contracts, Item B. “The University of Texas System Contracts.” Additionally, The Purchasing Office maintains a list of existing contracts that are currently available, which includes information about the executive search contracts.

Check the existing contracts webpage to determine what executive search firms are currently under contract and to determine which vendor you would like to use. Also, consider whether you want to try to negotiate better pricing than on the contract. At that point, contact the Business Contracts Office. They will walk you through the process, which includes creating a scope of work using the project addendum as a starting point.


Records Retention

Once a search firm has been engaged, the vendor must adhere to the university’s record retention policies. Forward the Records Retention Guidelines document developed by Human Resources to the vendor.

Opportunity Rule, UT System Policy 187

If the recruitment effort is for a position that is subject to UTS187, Interviews of Executive Administrators and Other Senior Administrators, also referred to as the Opportunity Rule, then provide guidance to the vendor. Specifically, forward the Opportunity Rule guidelines document developed by Human Resources to the vendor.


Human Resources
Kirsha Del Pino, Principal Human Resources Consultant

Purchasing Office

Business Contracts Office

Records and Information Management Services

Maryrose Hightower-Coyle, CRM, Records Management Officer

The University of Texas System
Siria Barrera, HR Business Partner
(512) 499-4588

How to Respond to Applicant Calls and Email

If people call, e-mail, or approach you to express interest in your vacant position, you should make sure they understand that they cannot be considered for the job until they complete the online application. You can refer them to the job application instructions or have them call the Human Resource Service Center for more information at 512-471-4772 or 1-800-687-4178. You can also tell them that their online application and qualifications will go through a screening process, and that someone will contact them in the event that they are eligible for an interview.

How to Create a Large Applicant Pool

The simplest way to create a large applicant pool is to make the job posting open to the widest number of people. Using Workday, take the following steps to broaden your applicant pool:

  • Edit the Job Requisition and change the Recruiting Instructions to "Post Internally & Externally," which will open up the position to the public as well as the university
  • Limit detailed descriptions of purpose and preferred qualifications so applicants will be more encouraged to apply
  • Increase the minimum and/or maximum salary
  • Change some non-job description requirements to "Preferred"—the fewer required qualifications, the more applicants can apply, because every required qualification must be possessed by everyone in your applicant pool
  • Broaden degree fields by not specifying a major, or by making the major less specific (i.e., instead of bachelor's in journalism, advertising, or mass communications allow for a major in communications, which encompasses all of the above)
  • Add educational equivalencies to allow coursework to substitute for required experience and vice versa

How to Add Educational Equivalencies to a Job Posting

Incorporating educational equivalencies into a job description can help attract a broader, more diverse applicant pool because equivalencies allow various levels of education and experience to substitute for one another. You can add educational equivalencies to your job posting using the following guidelines:


Education Level

Equivalent Experience


One year of high school education

1 yr. experience

10th grade + 2 years’ experience = high school graduation or GED

High school graduation or GED

5 yrs. experience


Every 15 college undergraduate semester hours

6 mo. experience

15 undergraduate hours = 6 months experience
30 undergraduate hours = 1 year experience
45 undergraduate hours = 1 year, 6 months experience

When undergraduate hours were taken, but a Bachelor's degree was not conferred, 105 semester hours are the maximum number of hours translated into experience equivalency


105 or more undergraduate semester hours = 3 years, 6 months experience

A conferred Bachelor's degree

4 yrs. experience


Every nine graduate semester hours

6 additional mo. experience

9 graduate hours = 4 years, 6 months experience
18 graduate hours = 5 years’ experience
27 graduate hours = 5 years, 6 months experience

When graduate hours were taken, but a master's or doctorate degree was not conferred, 27 graduate semester hours are the maximum number of hours translated into experience equivalency


27 or more graduate semester hours = 5 years, 6 months of experience

A conferred master's degree equals

6 yrs. experience


When graduate hours were taken, a doctorate was not conferred, and the applicant's status is ABD ("all but dissertation")

7 yrs. and 6 mo.


A conferred doctorate (Ph.D.) equals

8 yrs. experience


Applying Internship Experience to Work Experience Requirements

Internships may or may not count as work experience. Here are the best practices HR recommends:

Count as Work Experience

  • Internships that are part of a degree program, e.g., becoming a licensed social worker
  • Internships related directly to the applicant’s profession
    • This will be a bit subjective; the hiring manager may ascertain if the internship experience is directly relevant to the position upon review of the resume.

Note: Hours worked should be a factor. If the internship was full time (30-40 hrs.) for 6 months, this should be counted as 6 months experience. If internship was part time, months of experience should be proportional (e.g., a job related internship for 6 months for 20 hours a week would count as 3 months experience).

Do not Count as Work Experience

  • Unpaid internships
  • Internships not related to applicant’s profession (e.g., applicant interned at a Law firm as a paralegal assistant, but is applying for an IT position)

How to Administer Pre-Employment Assessments

The HR Service Center no longer administers typing and spelling tests, nor is there a way to save test scores to the Workday candidate profile. Typing and spelling scores from the legacy job application system could not be converted to the Candidate Profile in Workday; assessment scores prior to 10/24/2018 will not be available.

A Pre-Employment Test is intended to measure a job applicant's knowledge, skill, and abilities as it relates to the position and successful performance on the job. Federal regulations require the validation of employment tests. Any test or assessment tool must have been developed and validated in accordance with the Equal Employment Opportunity Guidelines. Skill testing and assessment should be used as only one component, among others, in the overall evaluation of a candidate's skill, qualifications and suitability for the position. Pre-Employment tests may also serve as a resource in utilizing objective measurements that predict an individual’s future potential and a department's succession planning efforts.


  • As a best practice, hiring departments should indicate that they will use a pre-employment assessment when submitting the job requisition and identify the specific assessment along with what skill will be measured.
  • Skill(s) being assessed must be noted on the job posting as a "Required" skill, at one of the following levels: Entry, Intermediate, or Advanced.

Assessments may be conducted pre-interview or post-interview for the selected pool of applicants. Hiring Departments will identify a vendor and follow university purchasing guidelines when engaging a vendor. Hiring Departments are responsible for the cost(s) of the Pre-Employment Tests, which vary based on the type of skills test administered.

Contact your SWS HR Consultant for further details and questions.

Recruitment File Requirements

Departments are required to maintain a recruitment file and follow Record Retention rules for each job posting. Recruitment files need to contain the information related to the recruitment effort that is not stored in Workday. Recruitment files are subject to open records requests, EEOC claim responses and Texas Workforce Commission audits. Here is a list of common items stored in the recruitment file:

  • Interview questions and notes
  • Candidate evaluation matrices or forms
  • Additional materials submitted outside of Workday
  • Reference check questions and responses
  • Justification for hire for candidate selected
  • Justification for non-hire for candidates interviewed, but not selected