Position Management

Positions at the university are managed in PeopleSoft via a position number. Each position contains information such as job title, department, location, reports to manager, funding source (budget), and other attributes.

Creating a New Position

Requests to create a new benefits-eligible position must be done via a memo submitted to the college and the Office of the Provost. Once approved by the Provost Office, the memo must be uploaded to an ePRF. Exceptions: Research staff positions funded on grants or faculty start up funds. (Research positions that will be funded on a permanent basis on centrally allocated funds require Provost approval).

The memo should address the following:

justification for the need for the position
proposed job title, job code, pay grade
proposed job description
funding source
proposed hiring range/budget request

Position Funding

All filled positions should be funded in the PeopleSoft Budget Table. Funding can be done in two ways:

annually in the annual budget development system (CoogPlan).
as needed via an ePRF

Filled positions that have not been assigned a funding source will post to the college suspense cost center. Departments must monitor these unfunded positions and submit ePRFs to fund them before they post to the payroll suspense. Recommended query: Active Jobs in Payroll Suspense, HRMS_JOB_DATA_SUSP.

Centrally Funded Positions

Funding should not be changed for positions that are base funded on centrally allocated funds (i.e. 1026, 2064, 2079, 2160). Should there be a need to temporarily change the funding on one of these positions, the department should process reallocations instead of changing the funding via an ePRF.

Position Reclassification

A. Vacant Positons

Vacant positions may be reclassified by submitting an ePRF to reclassify the vacant job. Include verification of base funding availability.

B. Filled Positions

Filled positions may be reclassified when there are new or significantly changed job duties. Departments submit the following to the college:

JAQ (Job Analysis Questionnaire) completed by the employee in the position and signed by all required parties.
Current Job Description
Proposed Job Description
Candidate's Updated Resume
Memo of explanation and justification, which should address the following:
- Purpose of the request (i.e. to align job duties with an appropriate job title)
- How and why the job duties have changed (i.e. substantially different in scope or level of responsibility; change in supervisory/leadership responsibilities, etc)
- Address whether the criteria for job reclassification has been met:
  - It is a permanent change in duties--not a special project or short term assignment)
  - The addition, deletion, or change affects a duty that constitutes a significant portion of the job (at least 15%).
  - The duty which is added, deleted, or changed is substantially different in level and type from the balance of the job duties so that it seems reasonable that the change in that one duty would affect the evaluation of the job on one or more job evaluation factors; or
  - The levels of education or experience required for the job noticeably change. These requirements should reflect standards for satisfactory job performance, not an incumbent's qualifications.
- Address the minimum qualifications (education & experience) required and how the candidate's meets these qualifications.
- State the proposed salary increase amount. Explain how the proposed increase relates to the peer group equity.
- Identify the base funding source for the increase.
  - Lapse salaries available from staff vacancies. If so, which one(s).
  - Request to college for new base funding.

A sample memo is located on the NSM Forms Inventory site: https://app.smartsheet.com/b/publish?EQBCT=ee43dbe76ae74c05ba76e542237b394c

The procedure for reclassifying a filled position is located on the Human Resources website at: http://www.uh.edu/human-resources/manager-toolbox/compensation-guidelines/reclassification/

Posting a Position

Once a position has been created and/or funded, it can be posted in the Taleo Recruitment system. See posting requirements at: https://sites.google.com/a/nsm.uh.edu/business-handbook/policies-procedures/human-resources/staff-hiring-onboarding/taleo---staff-recruitment

Position Vacancies

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