Topics Map > Employee Handbook > Hiring > Recruitment > Pre-Recruitment

Hiring - Recruitment - Pre-Recruitment - Create Request to Fill (RTF)

As part of the requirements for pre-recruitment, the hiring manager needs to complete a Request to Fill (RTF). This includes information regarding the position, all required approvals, and the position description.

Contact with any questions related to the RTF.

1) Download the Extension Request to Fill (RTF) Form

2) Complete the RTF Form 

Page 1

A) Hiring Manager Responsibilities
  • Date: Please enter the date you create the RTF.
  • Main Contact: Please enter contact information for the individual who will be directly supervising this position (name and email).
  • Hiring Manager: Please provide the contact information for the hiring manager if this individual is different than the main contact.
  • Waiver/Direct Hire or Recruitment: Please indicate whether this will be a Waiver/Direct Hire or a Recruitment.
    • Name of Hire (if Waiver/Direct Hire): Please indicate the name of the desired Waiver/Direct Hire.
  • External or Internal Recruitment: Please indicate whether the recruitment will be internal or external.
    • Justification (if Internal): Please write a brief justification for why the recruitment will be internal.  
  • Waiver Reason: Please review the Direct Hire Waiver Reasons and enter the reason for waiver. 
  • Recruitment Posting Duration: Please indicate the duration you would like the recruitment to be posted (e.g. 2 weeks, 4 weeks).
  • Anticipated Start Date: Please enter the anticipated start date for the position (please note this does not guarantee that the position will start on this date). 
  • Total FTE the position will supervise: Please enter the Full Time Equivalent (FTE) this position will supervise
    • Can be partial;
    • Include Graduate Assistant(s) the position will supervise in FTE;
    • Do not include Student Hourly (SH) positions the position will supervise.
  • Working Title: Please enter the requested working title.
  • Official Title/Code: Please enter the Job Code (5-character code, e.g. OE009).
  • Proposed SJD Title: Please enter the proposed SJD Title. Hiring - Recruitment - Pre-Recruitment - Business Title Guidelines
    • You can find the SJD Title in the Standard Job Description ([Link for document 103380 is unavailable at this time.])
  • Employee Class: Please enter the employee class (this is determined by employee title).
  • Proposed Full-Time Salary: Please enter the proposed full-time salary for the position.
    • This should be the full-time salary for the position and should not be prorated by FTE.
    • The Hiring Manager can indicate prorated information in the "Describe Funding" section.
  • Department UDDS: Please enter the proposed UDDS.

Page 2

A) Hiring Manager Responsibilities
  • Department Name: Please enter the proposed name of the Department
  • Salary Minimum: Please indicate if you would like the minimum salary posted.
    • Yes: What amount?
    • No: Should the position be posted as salary negotiable?
      • If this option is selected, no salary will show on the posting at all and the salary range should be addressed through the recruitment process to align expectations. 
  • Ongoing/Renewable or Terminal/Finite: Please indicate if this position will be a renewable (ongoing based on funding and performance) or finite (position will have a terminal date).
    • End Date Terminal/Finite: If the position will be terminal/finite, please indicate the proposed end date.
    • Ongoing positions will always require a recruitment. 
    • Terminal/Finite positions can either be recruited, or use a waiver/direct hire.
  • Appointment Percent: Please indicate the appointment percentage (e.g. 50%, 100%, etc.)
    • FTE can generally not change at all during the first year of employment UNLESS a range is listed in the recruitment and/or waiver.
    • Indicate that in the RTF to accommodate those that change FTE based on the time of year (e.g. FoodWIse)
    • The range will need to be listed in the PVL when recruiting. If it is not listed this way in the recruitment, it is not possible to reduce FTE. 
    • If the position will not work the same number of hours each week, please indicate by checking the box (HR will discuss hourly appointment)
  • Number of Positions: Please indicate the number of people who will be hired for this position (e.g. 1, 2, etc.)
  • Describe Funding: Please include all funding strings with percentages.
  • Additional Comments or Questions: Add any additional comments or questions regarding the position.
  • Building/Location Code: Please enter the employee's regularly assigned work location.
  • PVL Type: Please enter whether this will be a new or replacement position.
    • Prior Incumbent: If a replacement, please enter the name of the prior incumbent.

Page 3

A) Hiring Manager Responsibilities
  • Degree and area of specialization: Please enter the minimum degree(s) and area(s) of specialization required (or preferred) for the position. If the position does not require a degree please indicate "no degree required".
  • Minimum number of years and type of relevant work experience: Please indicate the minimum number of years and type of relevant work experience required (or preferred) for the position.
  • Position Summary: Please enter the position summary from the process of drafting the position description using a Standard Job Description ([Link for document 103380 is unavailable at this time.]).
B) Extension HR Responsibilities

Page 4

  • Principal Duties: Please enter the principal duties from the process of drafting the position description using a Standard Job Description ([Link for document 103380 is unavailable at this time.]).

Pages 5

A) Hiring Manager Responsibilities

  • Additional Information: Please enter any additional information regarding the position.
    • Indicate whether or not the salary is negotiable based on experience and qualifications by checking the box.
  • Additional Application Procedures/Instructions to Applicants: If you would like to include instructions to applicants other than the default (cover letter, resume), please indicate them here.

Page 6-7

A Hiring Manager Responsibility

  • Advertising Summary (Optional): Add language that you would like ASU to use on to attract applicants.

B) Extension HR Responsibility

Select any that apply for this position:

FLSA Exemption Reason:

  • N/A - Not Applicable
  • Teacher
  • Camp Counselor
  • Multiple Jobs
  • Not subject to FLSA
Work Location:
  • Document whether this position will be expected to work In Person, Partially Remote, or Fully Remote.
  • Please note that partially remote and fully remote positions will need to complete a remote work agreement

3) Document whether this will be a Position of Trust

  1. Determine whether or not this will be a Position of Trust (POT)
  2. Determine which POT designation (POT, POT4, POT2)
  3. Indicate POT designation on the RTF

Hiring - Positions of Trust

Get Help

Questions? Please email

Keywords:Hiring HR Recruitment RTF Request to Fill UDDS   Doc ID:106566
Owner:Nathaniel S.Group:Extension Employee Handbook
Created:2020-10-09 15:15 CDTUpdated:2021-08-23 15:02 CDT
Sites:Extension Employee Handbook
Feedback:  0   0