HR eRequest Questionnaire Guide

HR eRequest Questionnaires

This page includes all of the questions you will be required to answer for each type of staffing request when submitting an HR eRequest. Click on any of the items below to expand the full questionnaire.

CREATE POSITION

1. Is this request to create multiple identical positions? (YES/NO)
   • IF YES: Enter the number of new positions.
2. Operational Necessity: Please use this section to provide the primary reason that a new position is required. Choose the option that best applies: New program/initiative, New grant, Increased enrollment (student-facing), Increased workload, Obligation (regulatory, compliance)

3. Organizational Impact: Please use this section to provide an overview of the programs and constituencies served by this position.  Provide an assessment of any adverse impact on the department’s operation and/or provision of services if the position is not created.  Please explain how creating the position would affect the workload of current employees in the department.
4. Scheduled Weekly Work Hours.
5. Will the employee in this position manage other administrative employees? (YES/NO)
   • IF YES: Managerial/Supervisorial Impact: Please explain which positions this position will manage and how this relates to the department’s overall management and reporting structure. 

6. Please select the desired hire date for the position. Please use today’s date to indicate immediately.
7. Please enter the proposed compensation for this position. You can enter an anticipated annual salary or hourly wage. Note any intended additional compensation outside of base pay (please note remote positions are not eligible for moving expenses reimbursement but are eligible for signing inducements if the position is difficult to fill).

8. Please select the work mode for this position: On Campus, Hybrid, Telework

9. Is any portion of this position funded by a grant, gift, contract or any other external funding source? (YES/NO)
10. Will the person in this position require specific GMS roles to complete their work? You can refer to the GMS roles catalog: https://gms.georgetown.edu/gms-role-request/ (YES/NO)
    • IF YES: Please list the GMS roles the individual will need to complete their work.   You can refer to the GMS roles catalog. https://gms.georgetown.edu/gms-role-request/

11. Please attach the position description here.

RECRUIT FOR REPLACEMENT

1. Operational Necessity and Impact: Please use this section to provide an overview of the programs and constituencies served by this position.  Provide an assessment of any adverse impact on the department’s operation and/or provision of services if the position remains vacant.  Please explain how this vacancy affects the workload of other employees in the department)
2. Will the employee in this position manage other administrative employees? (YES/NO)
   • IF YES: Managerial/Supervisorial Impact: Please explain which positions this position will manage and how this relates to the department’s overall management and reporting structure.
3. Please select the anticipated desired hire date for the position. Please use today’s date to indicate immediate hire.
4. Please enter the proposed compensation for this position. You can enter an anticipated annual salary or hourly wage. Note any intended additional compensation outside of base pay (please note remote positions are not eligible for moving expenses reimbursement but are eligible for signing inducements if the position is difficult to fill).
5. Scheduled Weekly Work Hours.
6. Please select the work mode for this position. On Campus, Hybrid, Telework
7. Is any portion of this position funded by a grant, gift, contract or any other external funding source. (YES/NO)
   • IF YES: Use this section to provide the funding information and distribution of the compensation for this position. Please include all relevant grant and gift numbers and the percentage of the position salary funded by those.
8. Will the person in this position require specific GMS roles to complete their work? You can refer to the GMS roles catalog: https://gms.georgetown.edu/gms-role-request/ (YES/NO)
   • IF YES: Please list the GMS roles the individual will need to complete their work.   You can refer to the GMS roles catalog. https://gms.georgetown.edu/gms-role-request/

9. Please attach the position description here.
10. Have you made changes to the position description and anticipate it will be reclassified prior to posting? (YES/NO)
    • If yes, attach the old position description.

RECLASSIFY POSITION

1. Please enter the requested effective date of this reclassification. Retroactive reclassifications do not comply with university policy and will not be approved.
2. Employee Name
3. Please use this space to describe the new duties and responsibilities for which the employee in this position will be responsible.
4. Please use this space to describe the duties and responsibilities for which the employee in this position will no longer be responsible.
5. Please use the space below to provide an explanation of the factors that necessitated the above changes (e.g., departmental reorganization, changes in department procedures, advanced training of the incumbent, program expansion or contractions, introduction of new equipment, termination of other employees in the work unit, etc.)
6. Please enter the proposed compensation for this position. You can enter an anticipated annual salary or hourly wage.
7. Attach the old position description for this position.
8. Attach the new position description for this position.

ADDITIONAL WORK PAY

1. Employee Name
2. Additional Work Pay Start Date. (Retroactive dates do not comply with university policy and will not be approved.)
3. Additional Work Pay End Date.
4. Please select the percentage increase you are requesting for this employee. 1 -10%
   • IF OTHER: Please explain.
5. Is this additional work pay being requested due to a vacancy? (YES/NO)
   • IF YES: Enter the position number for the vacancy that necessitates this request.
6. Describe in detail the additional duties to be performed by the employee or the type of and reason for the additional pay. Describe the situation that necessitates the extra work (e.g., vacant positions, special projects) and how the work to be performed is outside the responsibilities of the employee’s primary position as outlined in the position description.
7. Please upload any supporting documentation you have for this staffing request. These may include items such as the position descriptions for the vacant position or for the employee who will be performing the extra work outlined above. (OPTIONAL)

ACTING PAY

1. Employee Name
2. Acting Pay Start Date. (Retroactive dates do not comply with university policy and will not be approved.)
3. Acting Pay End Date.
4. Please select the percentage increase you are requesting for this employee. 1-20%
   • IF OTHER: Please explain
5. Enter the position number for the vacancy that necessitates this request.
6. Describe in detail the additional duties to be performed by the employee. 
7. Explain how the employee receiving the Acting Pay meets all the minimum requirements of the vacant position.

ONE-TIME PAYMENT

1. Employee Name
2. Position Number
3. Effective Date
4. One-Time Payment Type: 
   • Moving Expenses
   • Signing Inducement
   • Retention Bonus
   • Performance Incentive
   • Other Non-Discretionary Bonus
   • Other Discretionary Bonus
5. One-time Payment Amount:
6. Please explain the reason for this one-time payment:
7. Please upload any supporting documentation you have for this request. (OPTIONAL)

TERM EXTENSION

1. Employee Name
2. Position Number
3. New Term End Date
4. Is there a corresponding Salary Adjustment eRequest (YES/NO)
   • IF YES: Please enter the eRequest number if available. (OPTIONAL)
5. Current Compensation:
6. Please explain the reason for this request:
7. Please upload any supporting documentation you have for this staffing request. (OPTIONAL)

SALARY ADJUSTMENT

1. Employee Name
2. Position Number
3. Effective Date. (Retroactive reclassifications do not comply with university policy and will not be approved.)
4. Please select the percentage increase you are requesting for this employee. 1-10%
   • IF OTHER: Please explain.
5. Please select the primary reason to support this request for a permanent change to the employee’s salary.
   • Equity
     1. Provide other position(s) in the division which perform similar work to this position. This information will be used in conjunction with other factors to determine any appropriate compensation changes.
   • Retention
     1. Specify the extreme circumstances that necessitate an immediate salary adjustment (e.g., competing offer, extraordinary hardship associated with recruiting a replacement). If you intend to offer a one-time retention bonus in addition to the salary adjustment, please include the amount here. If you intend to offer only a retention bonus and not a change to the incumbent’s base pay, please use the One-Time Payment eRequest instead.
   • New Skills and Responsibilities
     1. Explain the nature and manner of the employee’s growth in the position. If the work described in the position description is no longer accurate, then the description should be re-written and submitted for reclassification.
6. Please upload any supporting documentation you have for this staffing request. (OPTIONAL)
7. Please use this section if there is any further information you would like to share regarding this request. (OPTIONAL)

FTE CHANGE

1. Please enter the requested effective date of this FTE change. Retroactive changes will not be approved.
2. Employee Name
3. Enter the proposed number of weekly hours for this position.
4. Please use this space to describe the reason for this FTE change. 
5. Please attach any supporting documentation. (OPTIONAL)

CHANGE WORKER TYPE

1. Employee Name
2. Effective Date
3. Proposed Employee Type 
   • Ongoing
   • Term (Greater than 6 Months)
4. Is this position changing to a term position? (YES/NO)
   • IF YES: Please enter the expected length of term of the position, and the anticipated end date.
5. Please use this space to describe the reason for this employee type change.
6. Please attach any supporting documentation. (OPTIONAL – ATTACHMENT)

UPDATE POSITION DESCRIPTION

1. Employee Name
2. Please attach the old position description.
3. Please attach the updated position description.
4. Please use this space to provide any supporting details for this request.  (OPTIONAL)

TERM EXTENSION (MULTIPLE)

1. Please explain the reason for submitting multiple term extensions.
2. Please attach a spreadsheet (template) that includes the EMPLOYEE NAME, EMPLOYEE NETID, POSITION ID, SUPERVISORY ORGANIZATION, and NEW TERM END DATE for impacted employees/positions. (REQUIRED – ATTACHMENT)