RCUH Policies and Procedures
This guide will assist you in completing a recruitment for a Regular-status position. Please
reference Policy 3.210 Hiring Options through RCUH for details regarding Non-recruited
positions. We have combined the Attachment B review/approval process (applicable to UH
Service-Ordered Projects) and the Position Requisition Form (PRF) into one process. This
will save you time and allow you to move your recruitment for a Regular-status position
faster than the current separate processes.
To initiate a recruitment request with RCUH, you must log onto the
RCUH Human Resources Portal via the RCUH website at www.rcuh.com. If you need access to the RCUH Human Resources Portal, you must complete an “HR Portal Access & PI Delegation of Authority Form.” You can find this form by navigating to RCUH’s policy pages > Document Library > Human Resources > HR Portal. Please submit this form to [email protected].
Click on Hire Employees and Initiate Regular Hire.
There are four (4) steps to complete your recruitment request with RCUH. The form will walk you through these steps (see below) and automatically email you notifications of pending or completed actions.
STEP 1: Initiate Position Request Form (PRF)
Choose a Recruitment Action
Recruit for Replacement Position with or without Changes (aka “Replace”): Select this option if you are recruiting a replacement for a current position. If needed, you will have the ability to make changes to the previously established job attributes, such as the Full-Time Equivalency (FTE), project number to charge payroll and fringes, job duties, etc. You can also leave all information as is.
Create New Position by Copying an Existing Position (aka “Clone”): Select this option if you require an additional position of an already existing job (e.g., you have 11 field assistants, you need 12).
Create New Position for Recruitment (aka “New”): Select this option if you are creating an entirely new position.
Please note this guide will reference the “aka” name (Replace, Clone, or New) of each
Recruitment Action moving forward.
If you selected the “Replace” or “Clone” options, please follow the actions below to complete Step 1.
If you selected the “New” option, please skip to page 3, section “New” to complete Step 1.
Replace or Clone:
Input a Template Position Number or click on the magnifying glass.
Upon selecting the magnifying glass (as displayed below), you will be able to search for a position number by inserting a job title, employee name, or employee classification.
Once a position number is selected, the form will automatially pre-populate the Distribution Code and project number(s) based on the information that was previously associated with that position number. You may change the numbers if needed.
To add multiple project numbers to the position, click on the “+” symbol (see arrow). The allocation must total to 100%. Please note, the accounts listed will be charged for the position(s) salary and fringe costs. Lastly, select the type of funding that is applicable to each project number listed: Extramural, Intramural, RCUH Revolving, or N/A.
You have now completed Step 1 for replacing or cloning a position. Click on the NEXT button to continue with the form. Please skip to Page 5 of the guide.
You do not need to input anything into the Template Position Number field as this is automatically greyed out and will be generated once the form is submitted.
Input the Distribution Code for this position(s) (see arrow) or click on the magnifying glass.
Upon selecting the magnifying glass, all Distribution Codes you have access to will be automatically listed (as shown on right). Select the appropriate Distribution Code.
Next, input the project number(s) you would like to charge the position(s) salary and fringe costs to. To add multiple project numbers, click on the “+” symbol (see arrow below).
The allocation must total to 100%.
Lastly, select the type of funding
that is applicable to each project number listed: Extramural,
Intramural, RCUH Revolving, or N/A.
Click on the NEXT button to continue.
POP-UP MESSAGES DEFINED
When an Attachment B is Required:
If you are required to complete an Attachment B (Step 2), the form will prompt you. If not, it will move you forward to Step 3. Below is a list of warning messages you may receive in-between Step 1 and Step 2 and their definitions:
MESSAGE: All RCUH Regular-Status positions require an Attachment B to be reviewed and approved by the UH Office of Human Resources before you may continue with the recruitment. Please complete the required information and obtain all the required approvals.
This is the most common message if you are creating a New position. This message explains the need for an Attachment B. Upon selecting “OK”, the Attachment B form will become visible and you will be able to input the required information.
MESSAGE: Please be advised: The Attachment B for this position has expired (or will expire within the next two (2) months). The Attachment B will need to be recertified (next panel) by the UH Office of Human Resources before you may continue with the recruitment. If an Attachment B for this position was previously approved but has expired or will expire within the next two (2) months, the form will prompt you to complete a recertification of the existing Attachment B. You will not be able to proceed with your recruitment request until you obtain an approved and current Attachment B.
MESSAGE: All available positions under Attachment B Document XXXXXX are filled. Please submit a new Attachment B to move forward with the recruitment request.If an Attachment B for this job was previously approved but all available positions under the existing Attachment B are filled, the form will prompt you to complete a new Attachment B.
When an Attachment B is NOT Required:
MESSAGE: The Attachment B associated with this position number is not expired. Please press next or ‘3 – JD & Posting Information’ to continue with the recruitment request.If there is a current Attachment B associated with the position, the form will prompt you to move forward to Step 3. You will be able to use the existing Attachment B.
MESSAGE: Do you want to create the Position using the existing Attachment B Document XXXXXX?If you are cloning a position, the form will know whether an Attachment B is on file for the position you are using as a template. If the Attachment B is not currently being used by an active employee or if there are available positions under the existing Attachment B, the form will ask if you’d like to use it. By selecting yes, you will be allowed to proceed to Step 3. If you opt to create a new Attachment B, the form will open Step 2 for completion.
WARNING MESSAGE: FILLED POSITION NUMBER: This position number is currently filled by another employee. If the current employee is terminating, please initiate a termination via ePAF if you haven’t done so already. If this employee is not terminating, please use a different position number or create a new position number for this recruitment. If you have any questions, please contact [email protected]. If you are replacing a position, the form will know whether the position number you’ve selected is currently filled by an active employee. If it is, the form will warn you that either a termination is required or you must use a new position number. Position numbers can only belong to one (1) employee at a time. Some overlap for training is allowed but usually no more than two to four (2-4) weeks. Please note, the form will allow you to move forward, but RCUH Human Resources will instruct you to complete a new request if the employee is not terminating or if the overlap time exceeds two to four (2-4) weeks. For additional assistance or to discuss your options, please contact the RCUH Human Resources Department at (808) 956-3100.
STEP 2: ATTACHMENT B
Based on your project’s Distribution Code, the system will identify whether your project is exempt from the Attachment B process. If your project is exempt, you will not see Step 2 and should skip to “Direct Projects and UH Service-Ordered Projects Exempt from the Attachment B Requirement” on page 7.Replace or Clone: If you are replacing a position with an expired Attachment B or cloning a position, the Attachment B will open pre-populated with the previously inputted information. You can leave the information as is or you may update it. You must complete all yellow fields before submitting the Attachment B to the next approval level. New: You must complete all yellow fields before submitting the Attachment B to the next approval level.Please reference the numbers listed below and the corresponding details of each instruction on the following page:
Document Number: This 6-digit Attachment B identification number is generated once the Attachment B is submitted for approval.
Requested Job Title: Input the desired job title.
Date Requested: The form will automatically pre-populate with today’s date.
Project Account Number Box: This section shows the information for each project number inputted in Step 1. You will not be able to make changes to the project numbers in Step 2. If you would like to make changes, you must do so before submitting the form. Simply toggle back to Step 1 by using the train-stop above or click the PREVIOUS button.
Location, Hours and Dates: Please answer each of the following questions:
Is this position to be located outside the State of Hawaii? Select Yes or No. If yes, the form will prompt you to include the Country/State the position is located in. If no, the form will prompt you to include the Island.
Total number of positions requested: Input total number of positions needed.
Is this position involved in a substantial amount of ship operations? Select Yes or No. If yes, please contact RCUH Human Resources at (808) 956-3100 before proceeding.
Position FTE (Full-Time 100%): Input the amount of hours you need the position(s) to work in one work-week, in percentage form (i.e., 100% = 40 hours, 75% = 30 hours, 50% = 20 hours).
Anticipated Start Date of Employee: Provide the anticipated start date of the employee.
Anticipated Termination Date of Position: Provide the position(s) estimated end date.
Anticipated Termination Date of Project: Provide the project’s estimated end date.
Duties: What are the essential functions of this position? Summarize the major duties assigned to the position. Major duties are those activities that indicate the nature of work, occupy a significant amount of work time or effort, and are critical to identifying the type of qualifications required for the position. Please note, under the “Supporting Documents” section, you have the option of uploading a draft job description although this is not required.
Explanation: Provide justification as to why this position cannot be effectively provided by the State or University human resource systems.
Supporting Documentation: You have the option to upload four (4) different types of documents:
1. Project Summary (Mandatory): This can be an official or unofficial document that outlines the goals and objectives of your project and affirms that your project is a research or training project. Either a memo or a Word document explaining the project’s goals and objectives will suffice.
2. Draft Job Description (Optional): A fully completed job description is not required until Step 3.
3. Funding/Award Extension Document: This is mandatory if your project number(s) will be expiring within the next three (3) months, otherwise, this is optional. OffIcial or unofficial supporting documentation (including email correspondence from the funding agency) showing funding and/or project renewal/extension in process is acceptable.
4. Other: This is optional. Any other documents you would like to attach.
Anticipated Primary Qualifications: Select the anticipated primary qualifications for each section.
Project Approvals: The form must be approved by three (3) different users (Supervisory+, Fiscal Administrator, Dean/Director) before it will be submitted to UH OHR/VPRI for review. Select “Approve” from the drop-down menu and input your phone number.
Submit Button: Once you’ve completed all required sections, click the SUBMIT button to forward the form to the next approval level.
OHR/VPRI Approvals: This section will be completed by UH OHR/VPRI upon review.
Email Notifications and Attachment B Approval Status
You will receive email(s) to advise of actions pending approval, or if the form has been rejected by a user (i.e., FA rejects due to lack of funding). The Attachment B will be ready for UH OHR/VPRI review once the pertinent Dean/Director authority has approved the form. The system will email you once UH OHR/VPRI has approved the form, returned it with questions, or disapproved the request.
Once the Attachment B has been approved by UH OHR/VPRI, you must log back onto the HR Portal to submit the remainder of the request. RCUH Human Resources will not review your request until all steps have been completed.
To move onto Step 3, click on “Manage Employees” and click on “Search All Transactions”
to search for the Attachment B:
You can search for the form by selecting:
“Attachment B”, “Approved” or “Position Request”, “Initiated”
Projects Exempt from the Attachment B Requirement
Direct projects and UH Service-Ordered projects exempt from the Attachment B are not required to complete Step 2. You will receive the following message on the Attachment B panel and may click the NEXT button to move forward with Step 3.
STEP 3: JD & POSTING INFORMATION
(If an Attachment B is required) Step 3 becomes available for completion once the Attachment B has been approved.
You must complete all yellow fields before moving onto Step 4. Please reference the numbers listed below and the corresponding details of each section on the next page. The following image is the view for a “New” position. Additional fields will be listed if you are “Replacing” or “Cloning” a position. These are denoted by the arrows in the image below and explained on pages 10-11.
Position Number: This is a system-generated number that will pre-populate on its own. If you are replacing a position, the number you inputted in Step 1 will be shown here.
Request Date: System-generated – today’s date.
Request Type: System-generated – New (N), Modify (M), or Clone (C) based on the recruitment
action you selected in Step 1.
Template: If you are replacing or cloning a position, this is the position number that was used as a template.
Empl Type: Defaulted as “S” for salaried. You can also input “H” for hourly if you would like to pay the employee at an hourly rate instead of salaried. Please note, all EXEMPT positions must be paid at a salaried rate. Employees in the same job must have the same type of pay (salaried or hourly).
Empl Class: Defaulted as “R” for Regular-status.
Requested Job Title: This field will pre-populate with the title requested on the Attachment B.
Direct Projects or UH Service-Ordered Projects Exempt from the Attachment B: Enter the job title for “New” recruitments. “Replace” or “Clone” recruitments will pre-populate with the template job title, but may be modified.
# of Position to Recruit: This field will pre-populate with the number that was requested on the Attachment B. You may edit this count if needed, but the total number must be equal to or less than the number that was requested on the Attachment B.
Direct Projects or UH Service-Ordered Projects Exempt from the Attachment B: Enter the number of requested positions to recruit for. This field will be defaulted as “1”, but may be modified.
FTE: This field will pre-populate with the percentage that was requested on the Attachment B. You may edit this field if needed, but the FTE must be equal to or less than the number that was requested on the Attachment B.
Direct Projects or UH Service-Ordered Projects Exempt from the Attachment B: Enter the requested FTE percentage for the position. This field will be defaulted as 100%, but may be modified.
Requested Salary Range at FTE: Enter the desired pay range for the position. This range is subject to change upon classification of the job description by RCUH Human Resources. “Replace” or “Clone” recruitments will pre-populate with the template position salary range, but may be modified.
Vacation Plan: System-generated – defaulted based on the project Distribution Code.
Job Description: Attach the job description by clicking “Press to Attach”. The job description must be a Microsoft Word document only.
Replace or Clone: The following questions will appear above and below the job description field:
Do you need to make a change to the Job Description?
If Yes — you must upload an updated job description.
If No — you do not need to upload a job description. RCUH Human Resources will proceed with the job description on file.
If there are any current employees in the same job, would you like RCUH Human Resources to apply any updates to the job description to those employees as well? Please note, the only instance in which the current employee(s) should not be updated is if he/she is terminating.
Special Instructions: You may include special instructions to RCUH Human Resources in this field (i.e., creating new Specialist job based off of existing Technician job).
Project Distribution: The project numbers you inputted in Step 1 will pre-populate here.
Distribution Code: The Distribution Code you input in Step 1 will pre-populate here. You cannot change the Distribution Code in Step 3. If you made a mistake, please contact the RCUH Human Resources Department at (808) 956-3100.
RCUH Contact Info: Pre-populates with the Principal Investigator of the Distribution Code. You may edit this or add additional contact persons. These individuals will be the primary contact for RCUH Human Resources if there are questions relating to the recruitment and job description. They will also be the primary contacts on the Applicant Review/Selection Summary (ARSS) for the selection and hire process.
Posting Date: Requested date to post job advertisement. The system will default this to seven (7) days from today’s date. RCUH Human Resources will determine the final posting date.
Closing Date: Requested end date for the job advertisement. The system will default this date to five (5) calendar days from the Posting Date.
Expedited Recruitment: If checked, the Closing Date will default to three (3) calendar days after the Posting Date. You will not be able to change this closing date. In addition, the minimum primary recruitment sources will include RCUH Bulletin Board/Standard Distributions and the RCUH website, no exceptions.
Primary Recruitment (no cost): Select where you would like to post the job advertisement. The “RCUH Bulletin Board/Standard Distributions” is pre-checked as it is required by Policy 3.234 RCUH Recruitment (Regular Hires). The system will also pre-check “RCUH Web Site”. If you do NOT want the position posted on the RCUH website, uncheck the box. These advertisements are at no cost to the project.
Contact Name in Ad: Enter the contact person whose name/phone number you want to appear in the advertisements for inquiries from applicants. The contact person must be able to answer applicant questions and is aware of RCUH recruitment/hiring and employee benefit policies.
Secondary Recruitment (Optional): Input any additional websites/publications in which you would like to post the job advertisement. The project will be charged for the cost of the external recruitment announcements, as applicable. Because this option involves funds, the Fiscal Administrator will be required to approve the form in Step 4.
Secondary Recruitment Source: Indicate specific recruitment publication. Click on the magnifying glass for a list of options.
Advertisement Dates or Special Instructions: Indicate requested publication date(s) or number of days to place the ad (i.e., one Sunday), special instructions, etc.
Project to Charge/Budget Category/% Charge: Input the RCUH account(s) to be charged for the cost of external advertisements, as applicable. Percent distribution must total to 100%.
Assign Fiscal Administrator: If you are replacing or cloning a position that has a valid Attachment B or are a project that is exempt from the Attachment B (you were able to skip Step 2), this field will become visible and mandatory as FA approval is required since he/she did not approve the recruitment in Step 2. This field also becomes mandatory if you opted to advertise the job in secondary recruitments.
Click the magnifying glass to select the FA who will review this recruitment request. You may add additional FAs by clicking the “+” button.
Note: This step is not required for Direct Projects.
Next: Once completed, click the NEXT button to move forward to Step 4.
STEP 4: AUTHORIZE
Authorizations for Recruitment
To approve and submit the form to RCUH Human Resources for review, both the Initiator and Supervisory+ user must approve and submit the form.
The Fiscal Administrator is only required to approve the form at this step if the Attachment B was valid and you skipped Step 2 or if you requested secondary recruitments (as most charge an advertising fee).
The Fiscal Administrator approval is always required for UH Service-Ordered projects that are exempt from the Attachment B requirement.
The Fiscal Administrator approval is not required for Direct Projects.
Click the SUBMIT button to complete the form.
Once all required project approvals are obtained in Step 4, the form is complete!
RCUH Human Resources Review
Once all required project users have approved and submitted the form, RCUH Human Resources will review your recruitment request. The following selections will provide you the ability to track the progress of your request:
Job Desc. Formatted/Forward to Classification: Indicates that the job description has been forwarded to a Human Resources Supervisor or the Director of Human Resources for approval. If the job is “New”, the job must be assigned to the proper Fair Labor Standards Act (FLSA) classification and pay range.
Job Classification Completed/Project Notified: Indicates that the job description has been reviewed and approved by a Human Resources supervisor or the Director of Human Resources and has been sent for final approval to the Principal Investigator (and all those listed as contacts in Step 3).
Signed Cover Memo Rec’d (by 3:30 PM): Indicates that RCUH Human Resources has received the signed cover memorandum from the Principal Investigator approving the job description and advertisement.
Job Posted: Indicates that RCUH Human Resources has posted the advertisement.
RCUH Human Resources Department
Phone: (808) 956-3100
Email: [email protected]