Position Action Form - Academic Affairs
This guide walks you through initiating and submitting a Position Action Form.
This guides covers the position action form process for the Academic Affairs Division. Other divisions can refer to Position Action Form guide.
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 + icon at the end of the row
Remove a row:
Click on the - 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 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 check box
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 Academic Affairs 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 on the Upload File(s) button
c) Click on 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 submittal options:
- Send Back to Appropriate Requestor
- 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 for correction
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.
Step 12:
Click the Confirm button
Step 13:
Click the OK button
The form will then be routed 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
Step 17:
Click on the Confirm button
Step 18:
Click on the OK button
The form will then be routed to the Position Management Review (group).
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 below 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 (Academic Affairs Review)
- Send Back to the Appropriate Requestor
- Approve
-
1: Send Back to the Academic Affairs Review (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 FileNet and Saved
The Appropriate Requestor and Academic Affairs 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]