Position Recruitment Tracker (PoRT) - Creating Requests

This document explains the process of creating and submitting position requests in the SMPH HR Position Recruitment Tracker (PoRT).

Creating Requests

To create a new request for a Staff or Limited position, click on the red “Create” button on the top menu bar.

Screenshot of top menu bar showing red Create button highlighted in green rectangle.

Be sure that Project is set to "HR Position Recruitment Tracker" and Issue Type is set to the appropriate employee classification for your position.

Screenshot of HR Position Recruitment Tracker with Issue Type field displayed

Request Form Fields

Below are tables listing all the fields you'll see in each specific issue type (Faculty or Staff/Limited). Any field marked with an asterisk (*) is required for your request to be reviewed. Although the SMPH HR Position Recruitment Tracker will allow you to submit a request as long as Summary is provided, if any of the required fields are left blank then the request will be sent back to you.

Additional notes:

  • JIRA uses the value "None" as a placeholder for fields with predetermined options. For required fields, you must select one of the options; you may not leave the value as "None".
  • Some of the fields not marked with asterisks (*) may be required based on answers to certain fields.

Saving Requests

Click the blue "Create" button in the bottom right of the Create Issue window to save your request in Draft status.

Screenshot of Create button in Create Issue window highlighted with a green rectangle.

Saving a request in Draft status does not submit it for review and does not send any notifications. This allows you to save a partially completed request and return to it later to add more information if needed. You'll see all of your requests in Draft status in the first section of the dashboard. For more information about editing an existing request, refer to [Link for document 104438 is unavailable at this time]. Otherwise, if you have completed all of the required fields, continue on to submit the request.

Submitting Requests

After you have saved your request in Draft status and confirmed that you have completed all required fields, you may submit the request to be reviewed.

  1. Click on the request you would like to submit from the Draft section of the dashboard. If you just saved the request, you may need to refresh your page first.
  2. On the request details page, click on the "Submit for Review" button under the Summary.
    Screenshot of PoRT with Submit for Review button highlighted in green

  3. On the bottom right of the Submit for Review window, click on the "Submit for Review" button. You do not need to complete any of the fields on this screen.
    Screenshot of PoRT with Submit for Review button highlighted in green

  4. The SMPH Recruitment team will receive an email notification that you submitted your request and they will begin the review process.

Approving Requests 

Requests will be reviewed and approved based on risk levels:  Position Recruitment Tracker (PoRT) - Risk Levels

  • Low Risk requests are approved within 24 hours. Intermediate and High-Risk requests must be submitted by Friday at 12:00pm and are reviewed at weekly meetings (usually Mondays at 3:00pm).


Keywords:
jira
Doc ID:
104444
Owned by:
Jennique C. in SMPH Human Resources
Created:
2020-07-28
Updated:
2025-05-12
Sites:
SMPH Human Resources