Position Action Form
This guide walks you through initiating and submitting a Position Action Form.
This guides covers the position action form process for all divisions with the exception of Academic Affairs. Please see the Position Action Form - Academic Affairs guide for the Academic Affairs Process.
Step 1:
Type "Position" in the search field.
The page will populate with options.
Step 2:
Click the Airplane icon that coordinates with the Position Action Form icon.
The page will refresh to the Position Action Form.
Step 3:
Fill out the phone extension of the requestor.
Step 4:
Click on the Position Action Information tab.
Step 5:
Click on the Request Type drop-down caret.
Step 6:
Select the appropriate request type.
Step 7:
Click on the Calendar icon.
Step 8:
Select the appropriate effective date from the calendar.
Step 9:
Provide a detailed justification in the space provided.
Based on your Request Type selection, the form will disable any fields that are not relevant to your request.
Example below shows disabled fields (greyed out.)
Step 10:
Fill out any required fields (fields that are not greyed out.)
Step 11:
Scroll down to the bottom of the page.
Under New Funding fill out the fields.
Adding another row:
Click on the plus (+) icon at the end of the row.
Remove a row:
Click on the minus (-) icon at the end of the row.
Step 12: (Optional)
Add supporting documents by clicking on the Supporting Documents tab.
Click on the Attach button.
Add the appropriate document.
Once added, the document will show under the Attach button.
Step 13:
Click on the Signature and Acknowledgement tab.
Step 14:
Check the acknowledgement checkbox.
Upon checking the box, your Print Name, Signature and Date fields will populate.
Step 15:
Leave pertinent comments in the Comments field.
Step 16:
Click on the Submit button.
The page will refresh to a confirmation screen.
The form will be sent to the Appropriate Approver Review group.
Step 1:
Click on the My Tasks tab.
Step 2:
Click on the Title of the document that you would like to open.
Step 3:
Review the information provided in the Basic Details and the Position Action Information tabs.
Step 4: (Optional)
- To upload a document follow steps A-D
- Or proceed to Step 5
A) Click on the caret to open the side panel.
B) Click the Upload File(s) button.
C) Click the Upload button.
The window will open with the file attached showing below the Upload button.
D) Click the Close button.
The documents will show under the Supporting Documents section.
Step 5:
Click on the Signature and Acknowledgement tab.
Step 6:
Review comments provided.
Step 7:
Scroll down to the Appropriate Approver Signature & Acknowledgement section.
Check the acknowledgement box.
The Print Name, Signature and Date fields will populate upon checking the box.
Step 8:
Leave comments in the Comments field.
Step 9:
You will have the following submission options: Send Back to Appropriate Requestor or Approve.
- Send Back to the Appropriate Requestor - Continue to Step 10
- Approve - Skip to Step 15
Step 10:
Click the Send Back to the Appropriate Requestor link.
This will send the form back to the Initiator - Appropriate Requestor.
Step 11:
Add any comments in the Comments (Optional) field.
Your comments should note the reason you are sending the document back, what/if any items needs to be changed, etc.
Comments entered here can only be accessed in the Workflow Details section by staff/faculty that are part of the AEM workflow process.
Step 12:
Click Confirm.
Step 13:
Click OK.
Note that you MUST click this OK button in order to successfully submit this form.
The form will then be route back to the Requestor who can access the form in their My Tasks tab.
Step 14:
The (requestor) should click on the My Tasks tab to access the form and make any adjustments as needed.
Step 15: (If skipping Steps 10 - 14)
Click on the Approve link.
Step 16:
Enter any comments in the Comments (Optional) field.
Comments entered here can only be accessed in the Workflow Details section by staff/faculty that are part of the AEM workflow process.
Step 17:
Click Confirm.
Step 18:
Click OK.
Note that you MUST click this OK button in order to successfully submit this form.
The form will then be routed to the Position Management Review (group).
Step 1:
Click on the My Tasks tab.
Step 2:
Click on the Title for the document you want to open.
Step 3:
Review the information provided in the Basic Details and Position Action Information tabs.
Step 4:
Click on the Signature and Acknowledgement tab.
Step 5:
Review any comments provided.
Step 6:
Scroll down to the Position Management Signature & Acknowledgement section.
Step 7:
Check the acknowledgement box.
Upon checking the box, the Print Name, Signature and Date fields will populate.
Step 8:
Add comments to the Comments field.
Step 9: (Optional)
To upload a document follow steps A-D.
Or you can proceed to Step 10.
A) Click on the caret to open the side panel.
B) Click on the Upload File(s) button.
C) Click the Upload button.
The window will open with the file attached showing below the Upload button.
D) Click the Close button.
The documents will show under the Supporting Documents section.
Step 10:
You will have the following options:
- Send Back to the Appropriate Approver
- Send Back to the Appropriate Requestor
- Approve
- 1: Send Back to the Appropriate Approver
- Click the Send Back to the Appropriate Approver button
- Click the Appropriate Approver Review link for instructions
- 2: Send Back to the Appropriate Requestor
- Click the Send Back to the Appropriate Requestor button
- Click the Filling out the Form link for instructions
- 3: Approve
- Proceed to Step 11
Step 11:
Click the Approve link
The form will be routed to OnBase and saved in the database
The Appropriate Requestor and Appropriate Approver will receive an email confirmation that the Position Action Form has been processed.
Need More Help?
For more help, please contact the Position Management Team at: [email protected]