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ESTABLISH A POSITION
To
establish a position, complete the
Position Action Form (PAF) and submit it to the
appropriate
Human Resources office. New Staff or Administration positions
must be classified, so a completed
Position Description (PD) must be submitted in
addition to the PAF.
If the
request is for a rate reserve position, Classification will create the
position within two (2) business days and will notify the requesting
department of the new position number. The position will be assigned to job
code 9999 to signify its purpose as a rate reserve position. Positions
assigned to job code 9999 may not be filled. Prior to filling a position
assigned to job code 9999, the department must submit a completed Position
Description for Staff or Administration jobs or a memo describing the
purpose of the position for a Faculty job.
If the
request is for a Faculty job that appears to be more appropriately
classified as Administration or Staff, Classification will contact the
department to discuss and to request a completed Position
Description. If the requested job appears to be appropriately
designated as Faculty, Classification will create the position within three
(3) business days and will notify the requesting department of the new
position number.
If the request is for a Staff or Administration position, Classification
will review the position against the organizational structure, complete a
position analysis, and conduct a salary market analysis. Once the
appropriate job title and salary range are determined, the position will be
established in GEMS. Human Resources establishes new Staff and
Administration positions within four (4) business days for grant funded
positions which directly support grants and fifteen (15) business days for
positions funded in other ways.
HOW DO
I DO IT?
1. Complete the
Position Action Form.
2. Complete the
Position Description requesting a Staff or Administration position.
3. Submit the
form(s) to your
Classification Analyst.
4. Your
Classification Analyst will notify you when the position is established.
RECLASSIFYING A POSITION (CLASSIFICATION CHANGE)
WHAT IS THIS?
A request to change the title and/or pay grade of a position as a result of
a significant change in the position's duties/ responsibilities. Helpful
questions to ask yourself: How has the position changed? Has there been a
change in complexity of duties, consequence of error, scope of duties,
impact on the University? What is the importance of this position to
University, the Division, the department (i.e., why does this position
exist)? Position Descriptions with a minor change in duties will be
processed as an update, as they do not require a change in title or pay
grade. Positions can be reclassified if they are vacant or filled. The
service standards for reclassification actions not requiring extra approval
are:
-
30 calendar days if
the position is filled.
-
15 calendar days if
the position is vacant (i.e., for recruiting purposes).
-
4 business days for
grant funded positions which directly support the grant.
(If
the position is grant funded, the Position Action Form must be marked as
grant funded.)
HOW DO
I DO IT?
1. Prepare a
Position Action Form (PAF) and
Position Description (PD) to reflect all of the current
duties and responsibilities of the position. In addition to a
significant change in duties, revisions to a position may also include
some or all of the following: adding/removing direct reports, changing
the required and preferred qualifications, changing the certification or
licensure required for the new position/title, etc.
2. Send the completed PAF and PD to your
Classification Analyst with all appropriate signatures. Your
Analyst will contact you with any questions or if additional information
is needed.
3. Once the analysis has been completed, your Classification Analyst
will send a notification that will include an approved class code and
proposed salary range. This information will also be entered into GEMS.
PD UPDATE
WHAT
IS THIS?
This is an update in the position description reflecting a minor
change in the duties and responsibilities of a position and does not require
a change in classification or pay grade. A change in a supervisor /
subordinate reporting relationships should be done by submitting a PAF. A
revised PD is not needed for this type of position change. Note: Position
updates are not required. They are optional for situations where a
department chooses to document a change. Changes in position data that do
not affect classification may be changed via the PAF.
HOW DO
I DO IT?
1. Submit a revised
Position Description to your
Classification Analyst.
REQUEST FOR CLASSIFICATION ACTION
(Note: A Position Description is not required for this action)
WHAT
IS THIS?
The
following are changes that can be done through a Position Action Form. They
include changes to:
HOW DO
I DO IT?
1. Submit a
Position Action Form (PAF) with the correct data change
checked. Complete the form with the information needed: position
number, employee's name, department ID, employee's signature,
supervisor's signature and the effective date you would like to request
this action to reflect.
2. Send the completed form to HR Services (SVC 2172). The changes will
be made in GEMS and a copy of the PAF will be submitted into the
employee's position file.
Special Note for
Changes Effecting Multiple Positions:
If a department is making changes to department ID or supervisor (reports
to) data, these changes can be made using a spreadsheet, with the data to be
changed clearly marked on the sheet. For assistance with this contact your
Classification Analyst
03/19/2008 |
