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Required documents for legacy RU and RBHS/HPAE positions within Rutgers OIT

View the documents which are needed when posting a job for legacy Rutgers University and Rutgers Biomedical and Health Sciences (RBHS)/Health Professionals and Allied Employees (HPAE) positions within Rutgers Office of Information Technology. An OIT HR partner will work with you to complete this requirement.

Request TypesLegacy RU positionsRBHS/HPAE positions
RECLASSDocuments needed:
  • Justification memo
  • Current CARF
  • Updated Resume
  • Org Chart
  • IT Addendum

NOTE: If Employee is currently in a non-aligned position going into an aligned position, the request needs to be posted.
  • Justification memo
  • new CARF
  • Org Chart
  • IT Addendum

OIT-HR will partner with you to complete the above		Documents needed:
  • Justification memo
  • Current Job Description (JD)
  • Updated Resume
  • Org Chart

NOTE: If Employee is currently in a non-aligned position going into an aligned position, the request needs to be posted.
  • Justification memo
  • new JD
  • Org Chart
  • IT Addendum
OIT-HR will partner with you to complete the above
IN-GRADEDocuments needed:
  • Justification memo*
  • Updated CARF
  • Updated Resume
  • Org Chart
  • IT Addendum
  • In-grade Adjustment Form
OIT-HR will partner with you to complete the above
*OIT-HR internal purpose		Documents needed:
  • Justification memo
  • Current Job Description (JD)
  • Updated Resume
  • Org Chart
OIT-HR will partner with you to complete the above.
POST VACANCYDocuments needed:
  • Justification memo
  • CARF
  • Org Chart
  • IT Addendum
  • FWA
OIT-HR will partner with you to complete the above		Documents needed:
  • Justification memo
  • New Job Description (JD)
  • Old JD
  • Org Chart
OIT-HR will partner with you to complete the above
ACTING APPOINTMENTDocument needed:
  • Acting Role Form
OIT-HR will partner with you to complete the above		Document needed:
  • Acting Role Form
OIT-HR will partner with you to complete the above
OFFER TO FINALISTDocuments needed:
  • Dept. submits Hiring Proposal (HP) to OIT-HR for review and approval.
  • OIT-HR will work with OIT-F&A to confirm funding/budget.
  • OIT-HR informs dept. that HP is approved and then dept. contacts the selected candidate with the approved salary offer and get an estimated start date. (If there is a counter offer, update HP with new salary offer amount and submit to OIT-HR for review and approval.)
  • Dept. dispositions candidates in ROCS as Finalist, etc.
  • Dept. informs OIT-HR when job offer is accepted with estimated start date.
  • OIT-HR issues the offer letter and and works with the Finalist to initiate pre-employment verfications.
  • When all pre-employment verifications are done, UHR informs OIT-HR that the Finalist is cleared to start. OIT-HR will confirm the start date with the dept.
  • OIT-HR processes the New Hire in the PeopleSoft system.
Documents needed:
  • Dept. submits Hiring Proposal (HP) to OIT-HR for review and approval.
  • Dept. dispositions candidates in ROCS as Finalist, etc.
  • OIT-HR works with OIT-F&A to confirm funding/budget.
  • OIT-HR informs dept. that HP is approved and authorizes UHR to make the offer.
  • Once offer salary is approved by UHR-Compensation, UHR will contact the Finalist:
    1. to make the offer and if accepted will update OIT-HR. OIT-HR informs dept.
    2. will issue the offer letter and initiate pre-employment verifications.
  • When all pre-employment verifications are done, UHR informs OIT-HR. OIT- HR will confirm the start date with dept.
  • UHR will work with HCM to process the New Hire in PeopleSoft system.
NEWERF is needed for requests Grade 09 and above, PS38S and above, VS34S and above, and MS34S and above.