The purpose of this submission form is to standardize and streamline the process for requesting job postings and RTF Submissions. It ensures that all necessary approvals, documentation are completed accurately and efficiently, supporting university compliance and effective hiring practices.

Steps for Job Posting Request Submission

1.Prepare Required Documents

• Complete the Request to Fill (RTF) form, providing:
• Position title and justification
• Budget details
• Employment type (e.g., full-time, part-time, temporary)
• Draft a detailed job description with clear roles, responsibilities, and qualifications.

2.Electronic Submission

• Upload the completed RTF and job description via this electronic submission portal. (Please note: Only Supervisor and VP signatures are needed. HR and Budget Signatures are not needed before submission.)

Once this form is submitted it will go through the below workflow.

3.Approval Workflow

• The RTF will route for approval through:
• HR Review: Confirms forms and necessary documents are accurate attached and fully signed.
• Compensation and Job Description Review: HR ensures proper classification and pay alignment.
• Budget Manager: Confirms funding availability.
• HR AVP Approval: Final review and authorization to post the job.

4.HR Posting

• Upon approval, HR posts the job to internal and external platforms and notifies the supervisor.

Screening and Interview Best Practices

Job Posting

• Use inclusive language to attract a diverse pool of candidates.
• Clearly outline essential qualifications and desired skills.

Screening Applicants

• Develop standardized screening criteria based on the job description.
• Use HR-approved tools to evaluate applications objectively.

Interview Process

• Assemble a diverse interview panel.
• Prepare structured interview questions aligned with the job requirements.
• Ensure consistency by asking all candidates the same core questions.
• Document interview outcomes promptly and objectively.

Selection

• Create shortlisted candidates and ensure compliance with equal opportunity standards. Evaluate based on job description and criteria built on needs of position and interview feedback.
• Make the final recommendation for hire in alignment with university and position goals.

Helpful Tips and Information:

• Ensure all uploaded documents are accurate and complete to avoid delays.
• Engage HR early for assistance with job descriptions and screening criteria.
• Ensure position is approved and discussed with Budget.
• Allow up to 3-5 business days for the review and approval process. Additional days needed for new positions and position reclassifications.
• Maintain transparency and documentation throughout the selection process.
• Save all Interview materials and notes for 3 years to support your hire.

Additional Tips and Information on the Hiring Process can be found on the HR Supervisor Resources page under Hiring Process.

For questions or assistance, contact the HR department at hr@southwestern.edu or (512) 863-1435.