Request New Staff Position

Request to Add a New or Fill a Vacant Staff Position

Purpose

Use this guide to request, to create, or to 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/or change in category. In these cases, a new PIN is required

Guidelines

All Position Evaluation Requests (PER) are completed on MySlice using the Position Evaluation Request tile.

Job postings are developed from the PER, therefore, make certain to be as descriptive and detailed as possible to assist the Talent Management team in sourcing the best candidates for the position.

Sample Job Description Statements and Action Verbs guides are available to help identify and describe the major responsibilities of a position. Reviewing the Job Classification Model will illustrate the basic job requirements for each category.

Please consult your Sr. HR Business Partner or the Compensation Team with any questions.

Actions

This guide is organized into the following sections:

For information on	See this section

For information on	See this section
Overview of the approval process for requesting a staff position	A. Preview the Approval Process
What you will need for preliminary approval of the request	B. Gather Preliminary Information
How to access the form to initiate the request	C. Launch the Form for the Position
General guidelines for filling out the form	D. Complete the Form — Guidelines
How to submit the initial request for the position evaluation	E. Submit Step 1 of the Position Evaluation Request
How to complete the remaining sections of the position evaluation request	F. Complete Step 2 of the Position Evaluation Request
How to submit the request for review and approval by your HR compensation approver	G. Submit the Request for Compensation Approval

A. Preview the Approval Process

Step 1: Preliminary Approval

Before you develop the full position description, work with your unit head ahead of submission, then create the PER request.

Step 2: Approval of the Position Description

Once the preliminary request is submitted, search for the transaction ID in the Position Evaluation Request tab in MySlice to develop the full position 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 make the submission process as seamless as possible, it is helpful to gather all relevant information before you enter the request into the PER system.

To streamline this process, please reference the Position Evaluation Request Template. Here you will find a word document that includes all the submission data fields you will be required to enter when submitting the request. We recommend editing this document to include all the information you will need for your submission.

C. Launch the Form for the Position

Log into your MySlice home page. Click the drop-down menu in the upper-left hand corner and select “Departmental Administrator” or “Manager Self Service”. Then, click on the “Position Evaluation Request” tile.

Once you are in the PER tile, select the “Add New PER” tile at the top of the page. Then, from the “PER Type” drop-down menu, select “Regular Staff”.

D. Complete the Form — Guidelines

To navigate through the form, hit the “Tab” button in order to move to the next question.
Pick a response from a look-ahead menu: As you start typing a PIN, department number, or combination code, pick the response from the list that opens as you type.

Attached is screenshot of the PER form. The image shows the prompt which asks users to input a position number.

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.

Attached a screenshot of the PER form. The magnifying glass next to the Position Number question is highlighted.

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. (Note: If entering a position number, all position numbers will begin with “000”.)

D. Click Search.

Attached is a screenshot of the PER form where you can search for your Position Number using search criteria such as Department, Empl ID, and Name.

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

The “Position Title” will not allow a title longer than 30 characters.
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 at the bottom of the page to show “On”.

B. Then, click the “unlock button” for the response you want to change and then make the change.

Attached is screenshot of the PER form. The 'Change Response' button is highlighted, as well as the 'unlock button'.

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 at the bottom left-hand corner of the screen.

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

Attached is a screenshot of the PER. The image has the 'save' button, and 'transaction ID' highlighted.

C. To get back to your home page, click the Home icon in the upper right-hand corner 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.

E. Submit Step 1 of the Position Evaluation Request

When you get to the “Submit to move to Step 2” button, you have completed the first step of the form.

Click “Submit to move to Step 2”
You have successfully completed the first step of the position request if you receive the confirmation check mark.
Make note of the transaction ID for the request so you can easily find it later.
Click OK - This will bring you back to the “PER Search / Add / Trans” page.

F. Complete Step 2 of the Position Evaluation Request

Now that Step 1 is completed, we need to go back into the PER to enter the remaining information. All information required can be found on the Position Evaluation Request Template that you filled out at the beginning of this process.
You can open the PER two different ways.

1. If you know the PER Transaction ID:

Make sure you are under the “Search Existing PER’s” section of the tile. Type in the transaction ID and click the blue magnifying glass button. From here, your transaction should pop-up and you can then click into your PER transaction.

Attached is a screenshot of the PER tile. The 'Search Existing PER's' tab, 'Transaction ID', 'blue magnifying glass', and 'PER' are all highlighted.

2. If you don’t know the PER Transaction ID:

Make sure you are under the “Search Existing PER’s” section of the tile. Fill out as many search criteria that you know. In this case the PER Type would be “Regular Staff”, you can click the “Initiated by Me” box, and the PER Status would be “Draft”, because you have not finished initiating the PER in its entirety.
Once you enter all your search criteria, you can click the blue magnifying glass and the PERs with those specific search criteria will appear. From there, find your PER and click into the transaction.

Attached is a screenshot of the PER tile. The 'Search Existing PER's', 'Enter Search Criteria', 'blue magnifying glass', and PER results are all highlighted.

Once you click into the form, complete the remainder of the questions.
Here are some additional guidelines to help complete the form:

Enter the Job Responsibilities: To enter the responsibilities for the position:

Click the “Responsibilities” button.
In the “Responsibilities” column, enter a responsibility.
In the “% of Time” column, enter the percent of time the person does the responsibility.
To add more responsibilities, click the plus button.
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:

Click “Enter Chartfield Distribution”.
Click the magnifying glass button and enter or look up the combination code or chartfields.
In the “Distrb %” column, enter the percent of distribution for that chartstring.
To add another chartstring, click the plus button.
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:
Click “Submit to Compensation”.

Result: You successfully submitted the position request if you receive the confirmation check mark.
Click OK.

If you have any questions during this process, please email hrcomp@syr.edu.