The purpose of the HR Action Request Form is to accurately capture, track and process all HR- related requests within OAA units. This process provides increased visibility and control over the review, tracking and approval of HR requests while simultaneously expediting the approval process to ensure requests are reviewed as quickly as possible.
Your HR Business Partner and OAA Business Services & Finance staff are here to assist you throughout the request process. After you have submitted a request you may receive questions or inquiries from our teams as needed. After the request has been reviewed, you will be notified of the final decision. Please reference the FAQ below for general information, and contact your HR Business partner directly with questions or concerns.
Regional Campus Only HR Action Request Form
FAQ
When should I submit a request?
The form is used for all new hire and backfill requests; salary adjustments, including market and/or equity increases; reclassifications, including promotions, demotions, or lateral changes; one-time payments; administrative attachments; and off-duty pay.
What information do I need to know and/or gather prior to submitting a request?
- Written senior staff approval, which can be attached to the request. Senior staff-level approvers include your respective SVP or VP via the unit head.
- Relevant employee name, employee ID number and job title.
For new hire, backfill and reclassification requests, you will need the current and proposed job description information, the source of funding (i.e., how will the position be funded) and justification for the position.
Additionally, answers to the following questions are required by Business Services & Finance and Financial Planning and Analysis:
- What alternatives to not filling the position have been explored? (A generic response of “none” or “no” would not be acceptable.)
- What are the risks of not filling the position? (A generic response of “the work will not get completed” would not be acceptable.)
- Does the requested position drive incremental revenue?
- Any additional information you can provide to support the request.
For salary increases, you will not need the job description unless you are also reclassifying the position.
For one-time payments, administrative attachments and Off Duty Pay, you will need the pay amount and frequency.
What is the approval process?
OAA Business Services and Finance will provide a preliminary budget review. Next, OAA HR will review the request and then submit to OHR and/or Compensation for their review and approval. OAA Business Services & Finance will provide a final approval based on the HR determination. For one-time payments, administrative attachments and off duty pay, OAA HR will process the request if the employee’s home unit is within OAA. If the employee’s home unit is outside of OAA, HR will contact the other college/unit to initiate the request.
How long will this take?
The timeframe for completion of requests varies depending on multiple factors (adequacy of funding for the request, OAA senior staff approval, HR (Employment and Compensation) workload, B&F/Financial Planning and Analysis approval (for units with a yellow or red scorecard), etc. Typically, new hire/backfill/promotion/equity requests take at least two to three weeks for approval. One-time payments, administrative attachments and off duty pay can be approved within a week, especially for contractually required payments.
Who are my assigned HRBP and Business Services & Finance contacts?
| Unit | HRBP | Business Services & Finance |
|---|---|---|
| Academic Programs | Dawn Shrimplin | Marta Sparano |
| Drake Institute | Bobbie Houser | Kirti Jain |
| Faculty Affairs | Bobbie Houser | Debbie Miller |
| Global Arts & Humanities | Bobbie Houser | Debbie Miller |
| Graduate School | Dawn Shrimplin | Kirti Jain |
| Inclusive Excellence | Ahmad Hassan | Debbie Miller |
| Institutional Research & Planning | Bobbie Houser | Debbie Miller |
| Kirwan Institute | Ahmad Hassan | Kirti Jain |
| OAA Administration | Bobbie Houser | Debbie Miller |
| Office of Diversity and Inclusion | Ahmad Hassan | Kirti Jain |
| Office of Institutional Equity | Bobbie Houser | Kirti Jain |
| Office of International Affairs | Ahmad Hassan | Kirti Jain |
| Office of Strategic Enrollment Management | Dawn Shrimplin | Marta Sparano |
| Office of Undergraduate Education | Dawn Shrimplin | Marta Sparano |
| Ohio State Online | Bobbie Houser | Kirti Jain |
| Outreach & Engagement | Ahmad Hassan | Kirti Jain |
| Resource & Budget Management | Bobbie Houser | Debbie Miller |
| SAE Administration | Dawn Shrimplin | Marta Sparano |
| Sustainability Institute | Ahmad Hassan | Kirti Jain |
| University Senate | Bobbie Houser | Debbie Miller |