This document provides HR Partners (HRPs) directions on how to close a position in Workday.
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· Closing a position is a permanent change that impacts UChicago’s planning, budgeting, and forecasting. If there is any chance the position may be backfilled or needed in the future, DO NOT close it. Instead, consider placing it on hold by freezing it. This will stop any incoming staffing activity from occurring, until the role is reactivated or unfrozen. Please refer to the Freezing a Position in Workday Knowledge Base Article to review instructions on how to do it.
· Once a position is closed, it will be removed from the Staffing tab within the Supervisory Organization profile screen, and will appear in the Unavailable to Fill tab.
· If a job requisition includes multiple positions and some of those positions need to be closed (while others still need to be filled or at least one has already been filled), be sure to follow the process outlined in this document. DO NOT use the Close Requisition business process, as doing so is equivalent to canceling the entire requisition, which indicates there is no intention to use it for hiring.
· The information required to complete the process in Workday is:
· The title of the position.
· Effective date of the position close.
1. Log into Workday using your CNetID and password.org
2. Find the supervisory organization by typing in the prefix org: and the name of the supervisory organization in the search box at the top of the screen, and then press the Enter key. A list of results associated with the search criteria will populate. Select the desired result.
3. From the Supervisory Organization screen, select the Staffing tab to display open positions.
4. Locate the position to be closed. Select the Related Actions icon (the icon made of a small rectangle with three dots in the middle) that appears to the right of the position name when hovered over. Then, hover over Position Restrictions and select Close Position.
5. The Close Position screen will show up.
a. Use the Hamburger Menu (the icon with 3 dots and 3 dashes) to the right of the corresponding prompt box to select the Close Reason.
b. Enter the Close Date by using the calendar icon or typing in a date in the corresponding prompt box.
6. Select Submit. A message indicating the process has been successfully completed will pop up.
7. The position will now be listed under the Unavailable to Fill tab within the Supervisory Organization screen, in the Closed Positions section.