PeopleAdmin applicant tracking software can be used to initiate a Request to Fill (RTF). The RTF can be for either a new position that is being created for the first time and has never been filled, or for an existing position that is either vacant or will become vacant in the future. The Admin or Admin G will collaborate with the hiring manager(s) to craft a RTF that will allow the Search Committee to find the ideal candidate with ease. The RTF has an approval process that must be completed before the position can be posted for applicants. If errors are identified during the approval process, the RTF will be returned to the Admin or Admin G for correction.

Create & Fill-USS

A Create & Fill is for new positions that have no position number and have never been filled before. 

• The Admin (non-grant) or Admin G (grant) will initiate the Request to Fill (RTF).
• If they have questions or need guidance, they will confer with the hiring manager(s).
• Once the Admin or Admin G has completed the RTF, then it will be routed for electronic approvals.
• If there are questions or errors at any level of the approval work flow, the RTF will be returned to the Admin or Admin G. They are the only ones who can make corrections. No matter the level of approval, the Admin or Admin G will get the RTF back for correction.
• The Admin or Admin G should include notes/comments in the RTF explaining what they have changed or corrected and why. Remember, everyone who can approve, can see what is in the notes/comments.
• The approval process begins moving forward again from the Admin or Admin G so that those in the approval work-flow will be appraised of the changes that have been made.
• Once the RTF is completely approved by all approvers, HR will post the position as requested in the RTF.

A RTF cannot be changed once the position is posted for applicants. The only recourse is to cancel the posting and start over.

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Create & Fill-Unclassified/Faculty

A Create & Fill is for new positions that have no position number and have never been filled before.

• The Admin (non-grant) or Admin G (grant) will initiate the Request to Fill (RTF).
• If they have questions or need guidance, they will confer with the hiring manager(s).
• Once the Admin or Admin G has completed the RTF, then it will be routed for electronic approvals.
• If there are questions or errors at any level of the approval work flow, the RTF will be returned to the Admin or Admin G. They are the only ones who can make corrections. No matter the level of approval, the Admin or Admin G will get the RTF back for correction.
• The Admin or Admin G should include notes/comments in the RTF explaining what they have changed or corrected and why. Remember, everyone who can approve, can see what is in the notes/comments.
• The approval process begins moving forward again from the Admin or Admin G so that those in the approval work-flow will be appraised of the changes that have been made.
• Once the RTF is completely approved by all approvers, HR will post the position as requested in the RTF.

A RTF cannot be changed once the position is posted for applicants. The only recourse is to cancel the posting and start over.

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Modify & Fill-USS

A Modify & Fill is for positions that have a position number, already exist and are either vacant or will become vacant in the future.

• The Admin (non-grant) or Admin G (grant) will search for the position number or the name of the last person to be seated in the position.
• The Admin (non-grant) or Admin G (grant) will initiate the Request to Fill (RTF).
• If they have questions or need guidance, they will confer with the hiring manager(s).
• Once the Admin or Admin G has completed the RTF, then it will be routed for approvals.
• If there are questions or errors at any level of the approval work flow, the RTF will be returned to the Admin or Admin G. They are the only ones who can make corrections. No matter the level of approval, the Admin or Admin G will get the RTF back for correction.
• The Admin or Admin G should include notes in the RTF explaining what they have changed or corrected and why.
• The approval process begins moving forward again from the Admin or Admin G so that those in the approval work-flow will be appraised of the changes that have been made.
• Once the RTF is completely approved by all approvers, HR will post the position as requested in the RTF.

A RTF cannot be changed once the position is posted for applicants. The only recourse is to cancel the posting and start over.

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Modify & Fill-Unclassified/Faculty

A Modify & Fill is for positions that have a position number, already exist and are either vacant or will become vacant in the future.

• The Admin (non-grant) or Admin G (grant) will search for the position number or the name of the last person to be seated in the position.
• The Admin (non-grant) or Admin G (grant) will initiate the Request to Fill (RTF).
• If they have questions or need guidance, they will confer with the hiring manager(s).
• Once the Admin or Admin G has completed the RTF, then it will be routed for approvals.
• If there are questions or errors at any level of the approval work flow, the RTF will be returned to the Admin or Admin G. They are the only ones who can make corrections. No matter the level of approval, the Admin or Admin G will get the RTF back for correction.
• The Admin or Admin G should include notes in the RTF explaining what they have changed or corrected and why.
• The approval process begins moving forward again from the Admin or Admin G so that those in the approval work-flow will be appraised of the changes that have been made.
• Once the RTF is completely approved by all approvers, HR will post the position as requested in the RTF.

A RTF cannot be changed once the position is posted for applicants. The only recourse is to cancel the posting and start over.

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SME: MH/JW/MJ/MW/LH
Revised: 07/25/2018 DC