Request to Hire

The Request To Hire (RTH) Form is used to gain approval for non-academic based hiring or status change. A Request To Hire is required for all positions that are paid through payroll, this includes: hiring a new position, changing the status of an existing position, or extending a contract. Exempt from this requirement are: CUPE (GA I & GA III’s), Postdoctoral Fellows, Visiting Professors, and Part-time research positions (Fund 50). Workflow 1 is a form used to request to hire a non-academic position, in the following employee groups/unions: COPE, IUOE, OPSEU, Non-Union. Workflow 2 is used to request to hire a non-academic position(s) in the following employee groups/unions: USW, Unifor, CUPE, non-union (part time, fixed term contract) and Research (full time, with fund 50 budget codes). To submit a RTH please choose from one of the two links below based on the details of the position.

Workflow #1 - non-academic positions, in the following employee groups/unions: COPE, IUOE, OPSEU, Non-Union

Workflow #2 - non-academic position(s) in the following employee groups/unions: USW, Unifor, CUPE, non-union (part time, fixed term contract) and Research (full time with fund 50 budget codes)

Additional resources:

Recruitment Process for Hiring Managers 

Workflow Approval Details 

Request to Hire FAQ’s

Why do I need to submit a Request to Hire (RTH) to fill a position?

At a time when there is a need for strategic budget planning, and a very competitive market for talent, it is important that the University has clear and confident projections about available budget, open roles and desired skill sets. Leadership needs access to accurate and complete information about the number of occupied and unoccupied budgeted positions. The RTH process provides clarity on budgeted positions and every employee associated with that position (every RTH is linked to an EIF) The permanence of the data aggregated from payroll and accounting, recruiting, and other systems across the university in a position-first approach to workforce planning brings greater visibility and ability to making insightful comparisons between budgeted Full Time Equivalents (FTE), headcount, compensation and actual spend to ensure that funding is identified and utilized in the most effective manner

Previously Part time positions did not need a Request to Hire . Why are we creating more processes?

For the reasons stated above , RTH provides clarity and accurate information so that Finance and HR can ensure that budget funds are available and have been approved.

What's the difference between the old RTF process and this new one?
  1. The approval process is through a workflow, hence no more downloading, signing pdf forms, and uploading again to emails multiple times.

  2. Tracking of the RTH is easily available in the approval process and is transparent to the recipients in the workflow.

  3. All positions need a RTH before an employee can be hired through an EIF except for the specific exceptions identified.

What are the exceptions that do not require a RTH?

The following are exempt from this new process at this time:

  1. GA I & GA III's who are processed through the Faculty of Graduate Studies.

  2. Postdoctoral Fellows & Visiting Professors who are requested through the Office of Research Services.

  3. Research (part time & fund 50)

What do I do if my Request to Hire is declined?

If your Request to Hire submission is declined you will be notified and able to see the comments provided. You can later resubmit a new request.

I had put in the request weeks back. Why is it taking so long to get approved?

If your RTH is not approved in a reasonable time, please check the status (via the link in your confirmation email) and follow up with the person the RTH is currently with.

How do I know the status of my Request to Hire submission?

The initial requestor can view the real-time approval process until the approval confirmation email has been sent.

How do I reply to an approver's comment?

When an approver declines or requests more information click on the “Edit your response” link in your notification email. Reinitiate your request by editing your original response based on the feedback given.

Should I approve, decline, or request more information?

Human Resources recommends selecting “Comment” in the approval email you receive.  Here you have the option to add comments with your submission or just leave the field blank.  Approving moves the workflow to the next person in the workflow. Declining stops the request and advises the requestor. Request More Info, however it restarts the workflow from the beginning. If it's a quick question that can be clarified outside the workflow, that would be appropriate.

I am not the correct approver for this position, what do I do?

Select Comment, comment on why the request is declined and then decline the request.  The requestor will be notified and provided with your comments.  They can correct their Google form submission and resubmit to reinitiate the request.

How will I know the request is complete?

The requestor and all approvers/recipients are notified once a request has been approved. 

Do I need to mention the RTH number when completing an EIF?

Yes. To ensure all EIF have an approved RTH , please indicate the RTH number in the EIF. Please note that EIFs without a corresponding RTH will be returned.

I forgot to put in a RTH and I have already offered a candidate the position. Can I complete an EIF instead?

An EIF will not be processed unless there is a corresponding RTH. However these errors are possible and as long as there is a budget and all stakeholders are in agreement, through this workflow process, an RTH can be approved within a few hours.

What do I select as the position's work schedule?

Choose the option that best describes the position:

Full time position:  regular work schedule of 35 or 40 hours per week 

Part time position:  regular work schedule less than 35 hours per week

 What do I select as the position's duration?

Choose the option that best describes the position:

Permanent position: ongoing with no defined end date

Fixed term contract position: have a defined end date

Who do I enter as approvers on this request?

The levels of approval vary between workflow #1 and workflow #2. See the tables linked above for more information.

How long is the RTH Valid?

The RTH for a full time position is valid for 6 months. For part time/fixed term contract positions an RTH only valid for until the budget year in which RTH has been approved.

Please direct any questions to