Request New Staff Position

At this stage, the HR Compensation approver conducts a compensation analysis and then sends the request for budgetary approvals

Request to Add a New or Fill a Vacant Staff Position

Purpose

Use this guide to request to create or fill a staff position in any of these situations:

• Add a new permanent staff position
• Fill a vacant permanent staff position
• Fill a permanent staff position that someone is leaving
• Update a job description of a current PIN with the intent of updating the title and possible change in category. In these cases, a new PIN is required

Actions

This guide is organized into the following sections:

A. Preview the Approval Process

To submit a request for a staff position, you complete the first two steps of the following process:

Step 1: Preliminary Approval
Before you develop the full position description, you first get approval from your unit head to pursue the position further.

Step 2: Approval of the Position Description

Once you have approval from your unit head to continue, you develop the full position description. This may be an iterative process with your HR compensation approver until they approve the final description. 

Step 3: Compensation Analysis
At this stage, the HR compensation approver conducts a compensation analysis and then sends the request for budgetary approvals. 

Step 4: Final Approvals

At this stage, Budget & Planning will finalize their review and send the request on for leadership approvals.

B. Gather Preliminary Information

To submit the request for preliminary approval, you need this information:

• Date you want the position created
• If you are filling an existing position that's vacant or soon will be, the position number (PIN) for the position
• Working title for the position (up to 30 characters)
• Who the person will report to
• If the position will have a dotted-line reporting relationship, who that person is
• Department the person will report to
• Description summarizing the position
• Details on why the position is needed (justification)
• Description of the financial implications, funding source and amount budgeted for the position.

C. Launch the Form for the Position

1. Log into your MySlice home page.
   
   
   

2. Click Human Resources and Payroll Services.
   
   
   
3. Click the Position Evaluation Request tile.
   
   
   
4. From the Type menu, choose Regular Staff Position.

D. Complete the Form — Guidelines

Keep these guidelines in mind as you complete the form:

• Pick a response from a look-ahead menu: As you start a typing PIN, department number, or combination code, pick the response from the list that opens as you type.
  
• Look up a PIN or department number: If you don't know the PIN or department number for a question, use the magnifying glass button to look it up:

A. Click the magnifying glass button.

B. Click the arrow next to Search Criteria to show the search criteria boxes.

C. In one of the criteria boxes, type part or all of what you want to search for.

D. Click Search.

E. In the Search Results section, click the item you want.

• Limit a position title to 30 characters: Keep the position title to no more than 30 characters. The software will accept a longer title, but the request will experience errors and delays as it moves through the approval process.
  
  Note: A future version of the software will limit the number of characters you can enter to 30.
  
  
• Use the arrow button to keep an existing response: Some responses may already be filled in based on one of your previous responses. To use that response and continue to the next item, click the arrow button.
  
  
  
• Use Enter and Tab for large text boxes: For large text boxes that let you enter multiple lines of text, use the Enter and Tab keys this way:
  • To start a new line of text within the box, press the Enter key.
  • To go to the next question, press the Tab key.
    
• Change a response: To change a response you've already made, turn on Change mode:

A. Click the Change Response switch to show On.

B. Click the unlock button for the response you want to change and then make the change.

• Save and finish later: If you find that you don't have all the information you need to complete a form, save it and return to it later:

A. Click Save.

B. Take note of the transaction ID in the upper right corner of the form. You will use this ID to find the form later on.

C. To get back to your home page, use either of these options:

• • • To step backward through the previous pages, click the black buttons in the upper left of the page.
    • To go directly to your home page, click the Home icon in the upper right of the page.

D. When you are ready to finish the form, go back into your Position Evaluation Request tile and look for the transaction ID in the list of open requests.

• Cancel the request: If you want to cancel the entire request, click the Cancel button.
  

E. Submit the Request for Preliminary Approval

When you get to the Preliminary Approval button, you have completed the form. To submit it for approval:

1. Click Preliminary Approval.
   
   Result: You successfully submitted the position request if you receive the confirmation check mark. 
   
2. Note the transaction ID for the request so you can easily find it later.
3. Click OK.Result: You are back at the PER Search / Add page.
4. To identify who can approve the request:

A. Find the request by its transaction ID and then click the request.

Result: The form for the request opens.

B. Click Approval Path at the bottom of the page.

C. In the Pending block, click the Multiple Approvers link.

Result: A list of approvers opens.

D. When you have identified the approvers, click Close.

E. Click the Home icon in the upper right of the page.

F. Complete the Position Description

Once your unit head approves the preliminary request, complete the full position description:

1. Gather the information you need for the position description:

• • Hours per week the person will work
  • Location where the person will work
  • Portion of the year the person is expected to work:
    • Academic year
    • Calendar year
    • Other
  • List of 5-7 responsibilities for the position and the percent of time spent on each of those responsibilities
  • List of qualifications for the position
  • List of special qualifications for the position
  • Level of problem solving required in the position:
    • Clearly defined by policy
    • Generally operational
    • Research / fact gathering
    • Conceptual / abstract
  • Level of management oversight the position receives:
    • Specific instructions
    • Moderate to limited supervision
    • General direction
    • Broad guidance
  • Percent of travel involved and the nature of the travel
  • Combination codes or chartfields and their distribution
  • Any additional comments
  • Who to contact for questions about the request
  • Who the hiring manager is for the position

2. Open the request:

A. From your Manager Self Service or Departmental Administrator home page, click the Position Evaluation Request tile.

B. Find the request by its transaction ID and then click the request.

3. Complete the rest of the questions on the form.

Here are some additional guidelines to help complete the form:

• • Enter the job responsibilities: To enter the responsibilities for the position:

A. Click Responsibilities.

B. In the Responsibilities column, enter a responsibility.

C. In the % of Time column, enter the percent of time the person does the responsibility.

D. To add more responsibilities, click the plus button.

E. When the percentages you entered add up to 100%, click Done.

Note: Previously approved positions that have been submitted with responsibilities will pre-populate and you can edit the percentage, text, ordering and number of responsibilities.

• • Enter the chartfield distribution: To enter the combination codes or chartfields and their distribution for the position:

A, Click Enter Chartfield Distribution.

B. Click the magnifying glass button and enter or look up the combination code or chartfields.

C. In the Distrb % column, enter the percent of distribution for that chartstring.

D. To add another chartstring, click the plus button.

E. When your distribution equals 100%, click Done.

G. Submit the Request for Compensation Approval

When you get to the Submit to Compensation button, you have completed the position description. To submit it for approval:

1. Click Submit to Compensation.
   
   
   Result: You successfully submitted the position request if you receive the confirmation check mark.
   
   
2. Note the HR compensation approver in case you want to follow up with them.
3. Click OK.