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Create and Manage Position and Selection Approval Templates

Institutional Administrators can set up approval templates that are used to establish workflows for approving new positions or the selected applicant for the position. Approval templates are set up and assigned to positions of a particular position type within individual units and the units below it. If an organization requires position approval for posting new positions, users will be prompted to submit new positions for approval as the final step in creating a position. If an organization requires selection approval, the selected applicant will be sent through the approval workflow upon closing the position.

Approval templates are made up of a series of steps and indicate one or more administrators at each step who must review and approve positions. 

 

Create/Edit Approval Templates

Create Approval Templates

  1. Click Templates from the navigation bar.
    Templates selected under Faculty Search

    If a template already exists, a card for the position type will appear on this page. View the templates by selecting the card.

     
  2. Add additional templates for that position type by clicking Add Template within that card, or click Add Template at the top right of the page.
    Approval Templates page with Add Template button in the top right corner, position type cards below with Add Template button below each card
  3. To edit an existing template, select the card for the position type, then select Edit next to unit.
  4. Select the Position Type and Search For or Select Unit.

    If there is a template at a higher unit that is already used for the given position type, an error message will appear saying “This template could not be created because there is a template at the higher unit that is used.” For example, the template for the position type "Part-Time Faculty" cannot be created for the Division of Literature and Languages unit, because a template for that position type already exists at the higher unit of the College of Arts and Sciences.

     

    Check out this article on how to Create and Manage Position Types for information on how to create a new position type.

     
  5. Click Save when finished.
  6. Select the Position Approval Steps tab to create the workflow for a position approval or select the Selection Approval Steps tab to create the workflow for the selection approval.
  7. Click Add Step.
    Add Step selected under the Position Approval Steps tab
  8. Enter the Step Name and Instructions.
  9. Select who is approving the position at this step.

    It is recommended to choose an administrator based on unit and title. If a specific administrator is chosen and later transitions out of that role, the position could get stuck in the approval process waiting for that person to move it forward.

     

An Administrator Based on Unit and Title (Recommended)

Administrators in the indicated unit who hold the title selected will automatically be assigned to approve selections for the unit in which the selection is created. Multiple administrators can be assigned if one or more have the same title in the same unit.

 
  1. Use the dropdown to search for and select a user by title to approve the selection.
  2. Click Add Approver adjacent to the desired approver.
  3. Click Add adjacent to the desired administrator to fill in the chosen title.

If a unit at or below the unit in which the template is being created does not have one or more approvers with the title selected, the administrator creating the template will see a list of units without approvers and must choose one or more administrators to fill the selected title for each unit without an approver.

 
 
 

An Administrator

Particular administrator(s) can be named to approve hires for positions within their unit and below. One or more administrators can be assigned to each step to receive an email and action item to approve the position. 

 
  1. Use the dropdown to search for and select an administrator to approve the selection.
  2. Click Add User.
 
 

The administrators selected will receive an email and action item to approve the position.

 

As many administrators as necessary can be assigned to approve the step.

 

10. Click Save when finished.
11. Continue this process until the workflow is completed.

When creating a position, the position creator will be notified that the position must be approved before posting, and must submit the position for approval. The approver(s) displayed will receive a message asking them to review the position by filling out the Send Position for Approval form. The creator will receive an email once the position has been approved by all approvers.

 

Once a position has been approved, administrators can still make changes and edits to the position without requiring the full approval process. You can turn on Position Change Emails to be notified when there are changes made to positions.

 
 
 

Edit Approval Templates

  1. Click Templates from the navigation bar.
    Templates selected under Faculty Search
  2. Click the card with the name of the desired position type to view the template.
  3. Click Edit adjacent to the desired In Use template.
  4. Make desired changes and click the Save button when finished.
 
 

FAQs

What are the rules for approval when a position is sent back?

The approval process will move forward going through each step, and it can be sent back to any previous step.  If a position is sent back for edits, it will return to the step that it was last on when sent forward again. For example,  If a position is at step 3 and is sent back to step 1, the approver at step 1 can send the position back to step 3 again once edits are made.

 
 

What are the rules for approval when an applicant is sent back?

All steps must go in order and steps in the workflow cannot be skipped. If a step is sent back to step 1 it must go through the same workflow steps again. For example, if step 5 in the selection approval is sent back to step 2, it cannot be sent back to step 5. The step must be approved again from Steps 2, 3, and 4.

 
 
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