Staff Recruitment

All job postings require Chair and Dean’s Office approvals. The Hiring Official should work closely with the Unit Personnel Coordinator who serves as the HR representative for the department. The UPC will assist the hiring official with obtaining a justification memo from the Chair. Once the justification memo has been signed by the Chair, the UPC will forward it to the Office of Administrative Services, as well as initiatea job vacancy in GSU PPRTS (staff applicant tracking system). A notification email will be sent to the Chair and UPC with instructions on how to proceed.

How to Fill a VacantStaff Position

  • ComposeJustification Memo to Area Associate Dean
  • Justification must include: title, reason for hire, salary range, name of prior incumbent and current salary, anticipated salary offer, current budget & funding sourceNOTE: Obtain budget position # the from Business Manager
  • Obtain an approved copy of the Position Review Form (PRF) from Administrative Services
  • If approved PRF is not on file, or it is out dated: Complete an updated PRF at
  • Submit all documents to Administrative Services

How to Request a New Staff Position

  • ComposeJustification Memo to Area Associate Dean
  • Justification must include: title, reason for new position, salaryrange, anticipated salary offer, budget & funding source
  • Complete Position Review Form (PRF)or On-line Short Form (for sponsor funded positions only) at
  • Submit all documents to Administrative Services

PRF Review and Approval Process

  • Obtain Dean’s Office Approval via justification memo
  • Send justification memo and PRF to Administrative Services for review and approval
  • Department receives Dean’s Office Approval via email
  • Dean’s Office approvals and sends PRF to Classification & Compensation
  • Class and Comp emails an expected recommendation date to department reps
  • Classification and Compensatione-mailsan approved copyof the PRFto the UPC and Chair(or whomever is listed on the PRF signature lines)
  • UPC should keep a copy of the approved PRF on file in the department
  • If PRF is approved; UPC must initiate an ePAF

GSU PPRTS Job Vacancy Request

Step 1

  • Enter requisition in PPRTS for your new position: PPRTS Log-in:

(Account login isCampus ID and password)

  • Attach the approved PRF received from Classification and Compensation for the new position (the system will prompt you when/where to attach the doc.)
  • Complete the requisition, forward it for Level Two approval (Chair approval)
  • Chair forwards to Level Three approval (Admin Services HR Rep)

NOTE: System automatically logs you out after 60 minutes if it detects no activity

Step 2

  • Once you are satisfied with the # of applications for a particular position, make request to close the position. You can do this by sending an e-mail to Melody Harris at .

NOTE:

  • Job Testing: If job testing is requiredEmployment will schedule final candidate for testing.
  • Background Check: For background and/or credit check, applicant should be instructed to go to HR.

Step 3

  • Once position is closed, you may begin application screening process: Go to GSU PPRTSand login at
  • (Account login is Campus ID and password),or you may accesswith a guest user account The guest user account must be set up at the creation of the posting.
  • InGSU PPRTS, you will see “Active Postings”. To view applications:
  • Click “view” under the relevantposition title
  • Click “view app,” then “YES,” then “OK” (twice) when prompted to see ONE application record

OR

  • Click All/None box to far right side of screen to see or print all the records in the queue thenscroll down to the bottom of the screen, click VIEW MULTIPLE APPLICATIONS

Click “YES,” then “OK”

To exit and go back after viewing the applications, click the red XONCE in the far right top corner of computer screen. Refer to menu on far left side of screen to return to Active, Pending, or Historical postings.

Step 4

  • For each applicant you wish to bring in for interview:
  • Click “Active Postings”
  • Click “view” under the relevant position
  • On left, find the applicant name you wish to interview
  • In the black box at top, see “status”
  • Go to column that corresponds to the applicant row (or the area where the row and column meet under “status”)
  • Click on the “Change Status”
  • In status column, see 040 – Final Screen
  • Click on the shaded drop down arrow to right
  • Change status to 060 – interview

OR

To change the status of multiple applicants at the same time, check the box below the All/None column for each applicant you wish to change (or click the All/None link), and click the button labeled

CHANGE MULTIPLE APPLICATION STATUSES

Once new applicant status is selected, click Continue to Confirm Page button. To return to previous page, click cancel.

  • At the confirmation page, select the Save Status Changes button to complete action; select cancel to return to previous screen for editing.

Step 5

Candidate Recommendation Form (CRF)

(This info tells HR who you wish to hire, salary, hire date, etc.)

OK, you have completed your interviews; now ready for hire

1)In PPRTS, Click on the relevant position

2)Click on candidate you wish to hire

3)Click on Change status

4)Click on 080-ready for hire

Continue to confirm page

Save status changes

At the VIEW/EDIT posting screen

5)Click on the Candidate Recommendation Form

  1. Click “Add new Entry”
  2. To see the name of the Candidate you wish to hire, see the pull down menu next to the candidate’s name, click on the candidate’s name, it will populate in the CRF
  3. Add the recommended salary
  4. Add the EFT
  5. Add the organization unit
  6. Add the start date

Continue to the next page (see the requisition typed earlier)

Continue to the next page

  1. Attach interview forms when the system prompts you to do so (interview forms must be saved in one document, i.e., if interview 3 candidates, all 3 forms must be in one saved document, instead of 3 documents.
  1. Attach salary justification letter (if warranted) i.e., if salary offer is above the posted salary range and approved by the Dean’s Office

Step 6

Once you are done, Submit for Level 2 approval (Chair approval). Chair submits to Level 3 approval (Admin Services HR Rep). HR will send a notification email once the recommendation has been approved.

Step 7

Process Hire ePAF (after receipt of approval from HR)

HR FORMS

Description of Form / Website Location / Form
Location on Website
PPRTS Login /
Interview Evaluation Forms / / 3rd form on the list
ePAF / (ADP log-in) / Log into ADP via Administrator Log in. Go to Human Resources>Enterprise
>People
>USG Personnel Action Form
Candidate Recommendation Form (CRF)
This info tells HR who you wish to hire, salary, hire date, etc. / In PPRTS: log-in
Go to Active Posting (on left)
Click “view” under relevant position
In shaded blue box, 1st listing in blue shade
Click CRF
Click Add New Entry, follow prompt

M E M O R A N D U M

“SAMPLE LETTER”

Note: The justification should be specific for your area.

TO:Area Associate Dean

FROM:Name, Department Chair

DATE:October7, 2011

SUBJECT:Request for Approval to Create a New Staff Position

We are requesting to create a new Administrative Coordinator position. This position is very crucial to the department to assist the Undergraduate Director with advisement, as well as to create newsletters for the department to be distributed to faculty, staff, alumni, retirees, donors, and students in the program. This position will also serve as the department liaison for computer support. The salary range for this position is $39,771 - $61,129 and the proposed salary will be $40,796. The funding will come from the staff salary line in GEOCI.

Attached is a copy of the Position Review Form outlining the essential duties/responsibilities of the position. Thank you in advance for your consideration.

Approved By:

______

Assistant DeanDate

______

Associate DeanDate

______

College Human Resource OfficerDate

h:\staff\recruitment\justification memo\requestfnewposition

M E M O R A N D U M

“SAMPLE LETTER”

Note: The justification should be specific for your area.

TO:Area Associate Dean

FROM:Name, Department Chair

DATE:October 7, 2011

SUBJECT:Request for Approval to Fill an Existing Staff Position

The Gerontology Department would like to fill a vacant position, Administrative Specialist-Academic. The prior incumbent, John Doe (021354) is currently in the budget at $40,796. This position is very crucial to the department to assist the Undergraduate Director with advisement, as well as to create newsletters for the department to be distributed to faculty, staff, alumni, retirees, donors, and students in the program. This position will also serve as the department liaison for computer support. The salary range for this position (pay grade 16) is $39,771 - $61,129 and the proposed salary will be $40,796. The funding will come from the existing staff salary line in GEOCI.

----OR----

We are requesting to post an Administrative Coordinator position that will be vacated by Jane Doe (021354). We would like to hire for this position immediately so that training can begin prior to her leaving the department on July 30, 2010. Jane Doe is currently in the budget at $39,000. The broad salary range for this position (pay grade 10) is $25,873 - $39,419. Based on the applicant’s qualifications and experience, we anticipate an offer between $______and $______, based on available funds. Should any overlapping occur, or the salary offer goes beyond the budgeted salary, the additional funding will come from the Miscellaneous Lump Sum Line in BIOLI.

Thank you in advance for your consideration.

Approved By:

______

Assistant DeanDate

______

Associate DeanDate

______

College Human Resource OfficerDate

h:\staff\recruitment\justification memo\requestfillvacantposition

H:/GSU PPRTS/A-PPRTS Instructions