HR Action Reference Frequently Requested Transactions April 2014

The Ohio State University Comprehensive Cancer Center – Arthur G. James Cancer Hospital and Richard J. Solove Research Institute Log Into HR Action   Name.# and password  Most times, you will create a New Request  Use the Search function to  Check the status of a submitted request  “Hire” into a previously completed position request 2

The Ohio State University Comprehensive Cancer Center – Arthur G. James Cancer Hospital and Richard J. Solove Research Institute Creating a New Request  Click New to create the request  Confirm or update Supervisor Contact Information.  If you are initiating this request on behalf of someone else use the Lookup function to find the supervisor ID. 3

The Ohio State University Comprehensive Cancer Center – Arthur G. James Cancer Hospital and Richard J. Solove Research Institute Select the Request Type  This document covers the most frequent transactions: Fill Existing Position, Create New Position, Hire, Terminate and Other 4

The Ohio State University Comprehensive Cancer Center – Arthur G. James Cancer Hospital and Richard J. Solove Research Institute Position Actions: Request and post a Regular/Temporary/Term staff position, Post Doc, Visiting Scholar or Student position 5 1.New HRA request  Choose “Fill Existing Position” (vacancy or replacement) or “Create New position” (position does not exist); Click “Next” 2.Ensure Home Department is (if your home dept is not CCC) so that request routes appropriately 3.Complete required fields *(Job Title or Proposed Title) 4.Fill in as much other information as possible 5.Possible things to note in additional information  Details if there is a preferred external candidate with visa needs 6.Chartfield Information – click button to indicate funding source that will support position (not required at point of entry, but HR will require this in order to approve the request) 7.Attach position description (word or pdf document)  Position Description pdf available on CCCHR website

The Ohio State University Comprehensive Cancer Center – Arthur G. James Cancer Hospital and Richard J. Solove Research Institute Position Actions: (continued) Request and post a Regular/Temporary/Term staff position, Post Doc, Visiting Scholar or Student position 8. Save and Continue 9.Review and Submit to HR 10.HR will review and contact the initiator with any questions or requests for missing information 11.Once finalized HR will approve the request and assign for processing/posting; Final approval will be subject to the RRC  NOTE: the position request should always be completed prior to the hire request for any staff hire (including post docs and temporary positions). For example, if you submit a hire request for a Post Doc, but have not gotten an approved position, the hire request might be delayed until a position is requested and approved. 6

The Ohio State University Comprehensive Cancer Center – Arthur G. James Cancer Hospital and Richard J. Solove Research Institute 1.Search for your approved HRA request for the position you want to hire  Enter request number or select request type (Fill Existing Position or Create New Position) and click “Search” 2.Locate request and ensure status is “Complete”; any other status will not allow you to move forward with the hire 3.Click on the Request Number and scroll to the bottom 4.Click “Ready to Hire”; previous applicable information will roll forward into the hire request. NOTE: you could also create a new request and select the Hire option however you will need to re-enter the relevant position information. Hire a New Staff or Student Employee from an already approved position 7

The Ohio State University Comprehensive Cancer Center – Arthur G. James Cancer Hospital and Richard J. Solove Research Institute Hire a New Employee (continued) from an already approved position 5.Ensure Home Department is (if your home dept is not CCC) so that request routes appropriately so that request routes appropriately 6.Complete required fields *(Name and Pay Rate) 7.Attach  Completed CCC New Hire Request Form  Applicant Summary from posting if applicable  Justification Letter if needed  CV/Resume NOTE: the funding source must be indicated using the Chartfield button 8.Save and Continue 9.Review and Submit to HR 10.HR will review and contact the initiator with any questions or requests for missing information 11.Once finalized HR will approve the request and assign for processing NOTE: Background Check still must be cleared prior to offer letter being sent 8

The Ohio State University Comprehensive Cancer Center – Arthur G. James Cancer Hospital and Richard J. Solove Research Institute Employee Resignation/Termination 9 1.New HRA Request  Choose “Terminate”  Click “Next” 2.Ensure Home Department is (if your home dept is not CCC) so that request routes appropriately 3.Complete required fields * (Employee Name, Last Day of Work, Reason for Termination) 4.Attach Resignation Letter 5.Save and Continue 6.Review and Submit to HR 7.HR will review and contact the initiator with any questions or requests for missing information 8.Once finalized HR will approve the request and assign for processing  NOTE: Termination Reasons “Involuntary”, “Reduction in Force” and “Disability Separation” will only be used by HR.  NOTE: Please continue to submit resignation requests with as much advance notice as possible.

The Ohio State University Comprehensive Cancer Center – Arthur G. James Cancer Hospital and Richard J. Solove Research Institute Background Check Needed 1.New HRA Request  Choose “Other”  Click “Next” 2.Ensure Home Department is (if your home dept is not CCC) so that request routes appropriately 3.*Additional Information (required) – enter  Candidate’s name  address (for notification or First Advantage online check)  Anticipated date candidate will go to ID Processing 4.Save and Continue 5.Review and Submit to HR 6.Request will be assigned for further processing 10

The Ohio State University Comprehensive Cancer Center – Arthur G. James Cancer Hospital and Richard J. Solove Research Institute New Volunteer Request 1.New HRA Request  Choose “Other”  Click “Next” 2.Ensure Home Department is (if your home dept is not CCC) so that request routes appropriately 3.*Additional Information (required) – type in “request new volunteer” 4.Attach all relevant Volunteer Request documents 5.Save and Continue 6.Review and Submit to HR 7.HR will review and contact the initiator with any questions or requests for missing information 8.Once finalized HR will approve the request and assign for processing  NOTE: Background check still needs to be cleared prior to volunteer starting in the lab. 11

The Ohio State University Comprehensive Cancer Center – Arthur G. James Cancer Hospital and Richard J. Solove Research Institute Other Miscellaneous Information  Visa Requests  There is not a specific option to select if a visa request is needed  When needed on a new hire/transfer: please continue to notify us on the CCC New Hire Request Form with appropriate details  When needed for a current employee (change of status/extension): please use “Other” and supply as much information as possible in the Additional Information section  When in Doubt  Not all request options are detailed out in this document, just the most frequently requested  If you are unsure of how to request the transaction that you need please contact CCC HR 12

The Ohio State University Comprehensive Cancer Center – Arthur G. James Cancer Hospital and Richard J. Solove Research Institute Once Your Request is Approved  After your request is approved, it will be assigned to a member of the CCC HR team for further processing  You can review the request and it’s status by logging back into HRA and searching for your request  Once you locate the request, click on the request number link to open the details  A Service Center Activity section is available that includes who is working on or completed the request and any additional details in the Activity Log.  You cannot make any changes to the request once the request status is approved, canceled or complete. 13

The Ohio State University Comprehensive Cancer Center – Arthur G. James Cancer Hospital and Richard J. Solove Research Institute Important Notes  Information included in an HRA request is viewable and subject to disclosure to the employee and others under the Ohio public records statute and the rules of discovery.  HRA requests are not encrypted-- sensitive information such as Social Security Numbers or medical information should NEVER be included in an HRA request or in attachments. 14