Instruction for the Electronic Hiring Freeze Exception Form – Deans’ Level
This ELF based electronic form is to be used to request a Hiring Freeze Exception through the appropriate Vice President with final approval by the President’s Office.
As a form is created and routed, email notification is provided to approvers that a request is awaiting action. Further, the system provides an up-to-date tracking and status of all requests.
To create a new form:
Access:
1.Click on “AccessMyForms”. You will be forwarded to the university’s “Common Login” screen. Complete the required fields and click “Login.” Click “Continue.”
2. In the top left corner select “New Form.”
3. Select “Hiring Freeze Exception Request.”
4. Complete the form with the following required information:
Position Title
Position Number
Category
FRS Number
Division
College
Department
Justification
5.Now that you have created the form, you should send the form to your Department Chair or Director for approval. To find the correct address you should click on the “Change” button adjacent to the “Send To” field on the top of the form. Click on “Add Addressee” to search for your approver. Fill in the search criteria and click “OK.” When the search is success, click on “Add this User.” At this point you may either click “OK” to send the form or add another user.
The system will automatically send an email to the addressee and the form will be sent to the addressee’s ELF Inbox.
To approve a form:
Access:
1.Click on “AccessMyForms.” You will be forwarded to the university’s “Common Login” screen. Complete the required fields and click “Login.” Click “Continue.”
2.The ELF system will open to your “Inbox.”
3.Open the Hiring Form by clicking on “Active” in the “Status” column.
4.After reviewing the justification click on the “Signature.”
5.Click “Authorize” or “return” on appropriate approval line and forward the form to the next approver.
- To find the correct address:
- Click on the “Change” button adjacent to the “Send To” field on the top of the form.
- Click on “Add Addressee."
- Click in the "Get all groups" box and type "aca" to search for "Academic Affairs Approval." That group should be the only one appearing in your search results list.
- Click on “Add this Group.” The names of the three group members will appear.
- Click “OK” at the bottom and you will be taken back to your exception request form. At this point, only one name will appear on your form, however, the form will be sent to the entire group.
7.All requests must have a “Department Chair/Director” approval.
8.Final authorization by the President’s office will initiate an email notification to the creator and to all approvers as well as notification the University Human Resources. At this point, normal campus search and screen procedures are in effect.
If you have any specific user related questions, please contact John Farley at 5-2546