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Human Resource Position Management Activity Form Procedure (for all New or Vacant University-Fund, Benefits Eligible Positions which are not designated to the Position Add/Change Form)


Policy and Procedure

Subject Area: Employment
Policy Title: Position Management Activity Form Procedure (for all New or Vacant University-Fund, Benefits Eligible Positions which are not designated to the Position Add/Change Form)
Policy / Procedure No: HRM062
Responsible Office: Hiring Manager or Proxy and HRM
Documents Needed:
Additional Information:

Position Management Definitions
Benefits Eligible University-Funded Staff Positions

New Positions

Definition
A newly created position that is funded from the University Budget.

Funding
Three types of funding sources from University Budget monies:

    1. new monies

    2. reallocated salary monies from different division/college

    3. reallocated non-salary monies

Replacement Positions

Definition
Replacement of an existing position with no change or some refinement to the position requirements.

Funding
Funding for replacement positions comes from the open position line to be filled within the division or college.

Reallocated Positions

Definition
A position which is funded from reallocated monies from a discontinued position within the same division or college and the new position is substantially different from the old position.

Funding
All or the majority of the funding comes from a previously existing position within the same division or college.

Position Eliminations/Discontinued Positions

Definition
A position is eliminated when it becomes vacant and the salary is returned to the central University budget.

A position is discontinued when it becomes vacant and the salary is reallocated to other position(s).

Excluded from this process are faculty positions, all positions within SPCS and the Law School, and positions funded by grants or restricted gifts, where employment is contingent on continued funding. These positions will continue to utilize the existing process and position add/change form.

Position Management Approvals, Processing and Reporting
Benefits Eligible University-Funded Staff Positions

Position and Funding Approvals

  • The Senior Vice President will first approve all positions - new, replacement or funded from reallocated resources.
  • The Budget Office will approve that monies have been designated to the appropriate position line. If no monies are available, the position will not be created and the key contact will be notified by the Budget Office.
  • If the SVP has approved and the Budget Office confirms that the appropriate monies are available, the approved position will be forwarded to HRM for appropriate action.
  • Short term, position and funding approvals will be a manual process. During the Fall, this process will be automated as part of the eRecruit and Transaction Automation roll-out.

The procedure to process a staff position which is University Funded is summarized below.

1. Key Contact/Budget Contact completes the Position Management Activity Form. Key information to be collected will include:

  • Position type (new, reallocated, replacement)
  • If new, how the position will be funded (new monies, reallocated salary monies from different division/college or reallocated non-salary monies)
  • The proper account code to fund the position
  • Position specific information (title, grade, supervisor, etc.)
  • A copy of the job summary should be attached.
2. Form is forwarded to Dean, Director or VP (or their proxy).
3. Form is forwarded to SVP (or their proxy).
4. Form is forwarded to the Budget Office.
5. Form is forwarded to HRM who creates and sends email and/or position number to Key Contact to begin requisition process.

Normal Requisition Process

1. Key Contact completes the requisition process/workflow within PeopleSoft.
2. The requisition is forwarded electronically to the Dean, Director or VP (or their proxy) to review the job details.
3. Requisition is reviewed by HRM.
4. HRM produces report of positions 'to-be-posted' which is reviewed by Mark Putnam.
5. Once approved by Mark Putnam, position is posted on NEU job posting site.

Reporting

  • Monthly reports will be created by HRM and distributed to the Senior Vice Presidents.
  • Position status report will be created every sixty days and distributed to the key contacts for review and action (if applicable).