Steps to Close a Posting to Archive

The Search has ended, now what? 

The search has come to an end, all the interviews have wrapped up, perhaps there was a short list and  the approval was completed and processed in FSRP and hopefully you’re now moving on to put a new person or two into Workday.  Or, maybe not.  Maybe this time the search didn’t find anyone to fulfill the position.  Either way, the position needs to be closed to archive and the correct applicant(s) need to be identified as hired, offer declined or withdrew before offer . 

We close the position to archive it and to help keep the university in compliance with the US Department of Labor, Office of Federal Contract Compliance Program (OFCCP). Every institution that deals with or has federal contract and grants, needs to be in compliance with the laws and regulations by the OFCCP.

Successfully completing this process will remove the posting off of the active positions list as well as the Academic Job Listings, Office of the Provost. 

Steps to close and archive a position.

  • Click on the title/name of the posting from the Positions list. Note, the position status should be Search Closed with Hire or Search Closed without Hire and a date has been entered for when it Closes (the Deadline, Specific date).

  • From the upper right corner, select the Close Position at the very bottom of the Position Actions drop down menu.  A two step process window will pop open.

  • First step will ask - Was an applicant selected?   

    • A Yes, includes anyone that was selected even if the person(s) declined the offer, or withdrew before an offer was made, and of course, or was hired.  

    • If yes, click the radio button next to, Yes.  This will produce a search field.  Enter each name to find and identify the applicant(s) and click, Add. 

    • If no one was selected,  click the radio button next to, No.  This will produce a Notes box. Enter a brief description why no one was selected.

    • Click continue

  • ​Second step - Complete the Search 

    • ​Will show you the Position Status - should be one of the two: Search Closed with Hire or Search Closed without Hire  (If not, correct it) 

    • Click the Finish button - no need to send a message to all applicants with this change.

This completes the process to archive the position and removes it off of the active positions list as well as the Academic Job Listings, Office of the Provost.