Request

A comprehensive training for this topic is available through the USA Staffing Resource Center. We strongly encourage you to take this training before proceeding with your Request. Click here to access this online training.

The Requests page is where you begin the staffing process within USA Staffing. The information within the request will be the foundation for your vacancy, assessment, announcement, and eventually the referral certificates. A request is equivalent to an SF-39 or an SF-52. In this tab, you create or review a request. Vacancies are created based on the request information entered, and the vacancy number is assigned. The request and all associated information (examples are linked requests, assessment package, announcement, applicants, certificates, and notifications) are retained as a permanent record in USA Staffing. The number to the right indicates how many requests are listed. This number updates based on filters applied. To access this page, click the Requests tab on the Dashboard. If there are 100 or less requests, you can sort any of the columns in this table in ascending or descending order. The following elements are displayed:

• Create Request. This button allows you to create a new request. For instructions, see Creating a request. There are three ways a request can be created. Your agency procedures will determine which of the three options you will use:
  • The Human Resources User (HR User) can create the request in USA Staffing.
  • Agencies with a Request Processing Interconnection (RPI) can automatically populate the request. The request will be created in the agency personnel system and sent through the RPI to USA Staffing where it can be reviewed, edited and approved.
  • The Hiring Manager User (HM User) can create the request in USA Staffing.
• Applied Filters. This will display the filters applied to the Request dashboard.
• Request Number. This field allows you to search for a particular request by request number.
• Favorites Only. This check-box allows you to filter request(s) that have been designated as a favorite.
• Status. This field allows you to filter requests by the current status of the request. Possible statuses include:
  • Active Recruitment. Status indicates at least one announcement has opened and applications are being accepted and evaluated for qualifications. The system sets a request to this status when the first announcement associated with the request has opened on USAJOBS.
  • Complete. Status indicates an applicant was hired for the position and showed up for their first day of work. The system sets a request to this status once an HR user has completed the Confirm Entry on Duty task.
  • Incomplete. Status indicates a request has been created but is not ready for approval. The system sets a request to this status if a request was created manually by an HR user and not yet approved, created manually by an HM user in the hiring manager interface and not yet submitted, or submitted through a request processing interconnection and the HM user does not exist in USA Staffing.
  • Pending Recruitment. Status indicates an announcement has been created but not yet opened on USAJOBS. The system sets a request to this status when an HR user approves a New Vacancy or Additional Selection request and vacancies have been created/linked.
  • Request Cancelled. Status indicates the request to fill a position has been cancelled. A request only reaches this status when a user, with the appropriate permission, manually changes the status to this value. Taking this action terminates the request, and it cannot be restored once it has been cancelled.
  • Request Cancelled - Alternate Selection Made. Status indicates HR decided to fill the position through a non-competitive hiring method rather than fill the position with an applicant from one of the associated announcements. A request only reaches this status when a user, with the appropriate permission, manually changes the status to this value. Taking this action terminates the request, and it cannot be restored once it has been cancelled.
  • Request Cancelled - Request Failed. Status indicates the request to fill a position has been cancelled due to a lack of qualified applicants. A request only reaches this status when a user, with the appropriate permission, manually changes the status to this value. Taking this action terminates the request, and it cannot be restored once it has been cancelled.
  • Request Cancelled - Request Not Filled. Status indicates the request to fill a position has been cancelled due to no selection being made from any announcement associated with the request. A request only reaches this status when a user, with the appropriate permission, manually changes the status to this value. Taking this action terminates the request, and it cannot be restored once it has been cancelled.
  • Selection Made. Status indicates an applicant was selected and is being onboarded into the position. The system sets a request to this status once a new hire record has been created either by auditing the selection from a certificate or by approving an Onboard New Hire request type.
  • Submitted. Status indicates a hiring manager is ready for HR to review and approve the request to begin the recruitment process. The system sets a request to this status when a request is manually created and submitted by a Hiring Manager user through the hiring manager interface or when a request is submitted through a request processing interconnection with all required fields complete.
  • Note: Users can cancel a request when no selection has been made or when a request has been entered in error. The system will also automatically cancel an associated vacancy when there is only one vacancy associated with the cancelled request and that vacancy is in “New” status. See Cancelling a request when no selection has been made.
• Request Office. This field allows you to filter requests by Requesting Office.
• Customer. This field allows you to filter requests by Customer.
• Requester. This field allows you to filter requests by Requester.
• Request Process Owner. This field allows you to filter requests by the Request Process Owner.
• Request Type. This field allows you to filter requests by Request Type. The available options include:
  • Additional Selection.
  • New Vacancy.
  • Onboard New Hire.
• Series. This field allows you to filter requests by Series.
• Date Milestone. This field allows you to filter requests by a Date Milestone by selecting the milestone from the drop-down menu and inputting a date range.

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• Request Number. This column displays the request number. Access a request by clicking on the link.
• Position Title. This column displays the position title listed in the position description. Hovering over the title will also display the pay plan, series and grade(s).
• Request Process Owner. This column displays the request process owner assigned to the request.
• Request Type. This column displays the Request Type listed in the Request Information section.
• Customer. This column displays the Requesting Customer listed in the Request Information section.
• Status. This column displays the the current status of the request.
• Status date. This column displays a date for each request and is dependent on the request status. For additional information, see Task Overview.
  • Request Creation Date. Displays for Incomplete requests.
  • Request Submission Date. Displays for Submitted requests.
  • Request Approval Date. Displays for Pending Recruitment, Active Recruitment, Selection Made, and Complete requests.
  • Request Cancelled Date. Displays for Request Cancelled, Not Filled, Failed, and Alternate Selection Made requests.
• Favorite Request. This icon allows you to designate a request as a favorite. Labeling a request as a favorite allows you to later use the Favorites Only check-box to filter all your favorite requests for easy view.

For additional information, see:

• Request Information
• Staffing Approach
• New Hires Request

For instructions, see:

• Reviewing a submitted request
• Approving a request
• Deleting an incomplete request
• Linking an additional selection request to a vacancy