Request to Fill New or Vacant Positions - Instructions

A Request to Fill Position form - must be completed for all regular and temporary employees.

 

Complete all fields:

 

Request to Fill Position Form
  • Preparer Name & Email
  • Employee & Search Type
    • Employee Type would be Temp Faculty, Temp Staff, Limited Duration – Staff Only, Limited Term – Faculty Only, Regular Faculty, Regular Staff-Exempt Full Search, Regular Staff-Exempt Taleo Only, or Regular Staff, Non-Exempt.
    • Search Type would be No search required, Full Search Required, or Limited Search.
      Employee and Search Type Drop Down Box
    • Temp Faculty (No search required)
    • Temp Staff (No search required)
    • Limited Duration – Staff Only (No Search required)
    • Limited Term – Faculty Only (No Search required)
    • Regular Faculty (Full Search Required) – University website and other sites and publications)
    • Regular Staff-Exempt Full Search (Full Search Required) – if position is director level or above OR if posting on University website and other sites and publications)
    • Regular Staff-Exempt Taleo Only (Limited Search allowed only if position is below director level AND posting only on the University website)
    • Regular – Staff, Non-Exempt (Limited Search – University website posting only)
  • Department or Division
  • Position Title & #
  • Cost Center or WBS # where funded
  • Anticipated Appointment Date

Provide a justification for the request that must include:

 

Justification Text Box
  1. Reason position is needed
  2. Salary budget available for the position
  3. OR

  4. If no salary budget available, must explain how department will fund
  5. Option given to attach additional information if space is insufficient for your justification

The initiator of the form will select whether this is for an administrative or academic department and is responsible for filling in the name and email address for each approver not provided.

Approvals for Temporary, Limited Duration staff, and Limited-Term faculty:

  1. Department Chair or Department Head of department or office
  2. Dean, Director, or Executive Director for department
  3. Vice Chancellor for Division
  4. Chancellor
  5. Vice Chancellor of Finance & Administration

Approvals for search of regular position:

  1. Department Chair or Department Head of department or office
  2. Dean, Director, or Executive Director for department
  3. Vice Chancellor for Division
  4. Chancellor
  5. Vice Chancellor of Finance & Administration
  6. Equity & Diversity Officer/Title VI Coordinator (this is required for full searches only and will be manual – on printed form) DO NOT list for electronic approval

NOTE: If the Department Head and Director or Executive Director is the same person, list them twice. When they approve one line all lines with their email address will be approved.

 

Perfect Form Approvals View

 

NOTE: Non-Exempt searches do not have to go through the Equity & Diversity full process. Exempt searches (below Assistant Director) that will only be advertised on the University website do not have to go through the Equity & Diversity full search process.

 

However, all faculty and other exempt searches (full searches) MUST go through the Equity & Diversity full search process.

 

For "full" searches the department will be directed to the E&D website after the perfect form is approved. Department will print the approved Request to Fill Position perfect form and follow instructions on the website for completion of other forms and tasks (the packet). The Request to Fill position printed Perfect form, which replaces the previous Request to Search paper form, and original packet should be delivered to E&D Office for approval and further instructions. A copy of the entiresearch packet, including the signature page, should be delivered to the Provost's office.

Approvers Instructions:

Approvers will receive email notification when a form is ready for them to review. They will have the ability to:

  • Approve – approve the request and send on to next approver (the “sending on” is automatic)
  • Return
    • Will be returned to the initiator and department chair or department head and they will update the form and/or provide requested information
    • The request will be sent back to the person who returned it (will not have to go through full approval again)
  • Refuse – “Unapproved to fill at this time”
    • Notice of refusal will go to initiator, all approvers, and the person who refused it
    • This deletes the request
    • If department wants to fill in the future a new request must be initiated
Approvals View with a red arrow pointing to the Refuse button

 

Once approved, returned, or refused; don’t forget to hit the “Send” Image of a perfectform Send button button.

 

Questions concerning the form and/or process should be directed to Office of Human Resources (7846).

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