Request to Add a New or Fill a Vacant Faculty Position

Purpose

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

• Create a new faculty position
• Fill an existing faculty position that is vacant or soon will be
• Create a new faculty position using an existing faculty position that is vacant or soon will be

Actions

This guide is organized into the following sections:

A. Preview the Approval Process

To submit a request for a faculty position, you complete steps 1 and 3 of the following process:

Step 1: Request Preliminary Approval for the Position

To initiate the process, you sketch out the position to gain preliminary approval for it.

Step2: Request Funding Approval

Once the request has preliminary approval, the unit budget approver picks it up, completes a budget analysis, and then sends it for funding approval.
Note: Although the unit budget approver initiates the request, they also have to approve it after everyone else has.

Step 3: Complete the Posting Information

After the request has funding approval, you add the information required to post the position and then send it for final approval.

B. Gather Preliminary Information

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

• Type of position:
  • New line
  • Replace an existing vacant or soon-to-be-vacant line
  • New line using an existing vacant or soon-to-be-vacant line
• If you are replacing or using an existing line that's vacant or soon will be, the position number (PIN) for the position
• 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
• Tenure status
• Academic rank
• Job code
• Working title for the position (up to 30 characters)
• Location where the person will work
• Appointment information:
  • Starting term
  • Ending term
  • Schedule
• Any sponsored funding
• Combination codes or chartfields and their distribution
• Additional costs or comments regarding funding
• Description of how the position supports the strategic plan
• Description of how the position supports Invest Syracuse
• Description of the financial implications
• Whether you are seeking a search waiver and if so, the reason

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 Faculty 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.
  

• 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.

• 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 the Position

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

1. Click Request Position.
   
   
   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 Posting

Once your unit budget approver gains funding approval, complete the posting for the position:

1. Gather the information you need for the posting:
   1. Description summarizing the posting
   2. List of qualifications for the position
   3. List of specific qualifications for the position
   4. List of 5-7 responsibilities for the position and the percent of time spent on each of those responsibilities
   5. Physical requirements of the position
   6. List of tools or equipment the person in the position must be able to use
   7. Application deadline
   8. How to apply for the position
   9. Will the position remain open until filled?
   10. Any application date for priority consideration
   11. Application pass message
   12. Application fail message
       
       
2. Open the request:
   1. From your Manager Self Service or Departmental Administrator home page, click the Position Evaluation Request tile.
   2. Find the request by its transaction ID and then click the request.
      
3. Complete the rest of the questions on the form.

Note: Here is an additional guideline to help complete the job responsibilities section:

• 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.

G. Submit the Request for Posting

When you get to the Request Posting Approval button, you have completed the posting for the position. To submit it for approval:

1. Click Request Posting Approval.
   
   Result: You successfully submitted the request if you receive the confirmation check mark.
   
2. Note the next approver in case you want to follow up with them.
3. Click OK.